Position: Volunteer Coordinator

Position Type: Independent Contractor (contractor will receive a 1099)

Contract Dates: October 13 - December 19, 2025

Time & Compensation: The Volunteer Coordinator will be paid $2,500. We estimate that the role will require an average of 6-8 hours of work per week, but work hours will be set by Contractor. Contractor will ideally have some flexibility in their schedule allowing for collaborative daytime meetings with the Handmade Arcade event team. Work outside of collaborative meetings will be managed and completed by the independent contractor.

Contractor must be available during the 2025 Holiday Market to manage in-person volunteers at the David L. Lawrence Convention Center in Pittsburgh. Required hours for the Holiday Market will be as follows: 

• Friday, December 5: 2 - 8 PM

• December 6: 7 AM - 8 PM

Position Summary: The Volunteer Coordinator will develop and implement a volunteer recruitment, onboarding, and management plan for Handmade Arcade’s 2025 Holiday Market on December 5-6, 2025 that can be implemented for future Handmade Arcade markets and events.

Reports to: Executive Director

Key Responsibilities: 

Develop Volunteer Strategies

• Develop comprehensive volunteer recruitment strategy for large-scale, one weekend event with 10,000 attendees and 275+ vendors 

• Build HA’s volunteer recruitment, management, and communication systems using Neon database volunteer tools

• Create volunteer onboarding framework including orientation materials, training protocols, on-site resources, and role-specific guidelines and descriptions

• Design volunteer retention strategies focused on recognition, consistent engagement, and long-term relationship building 

Implement Volunteer Strategies

• Execute volunteer recruitment strategies and campaigns across multiple platforms (i.e. social media, community partnerships, online volunteer hubs, etc.) for the Holiday Market on December 5-6, 2025

• Create and manage volunteer scheduling and all communications using Neon and other organizational technology 

• Collaborate with Holiday Market event planning team to align volunteer roles with event needs 

• Lead all virtual and in-person volunteer onboarding and training sessions before and during the event 

Event Volunteer Management

• Oversee on-site volunteer check-in and orientation during Holiday Market on December 5-6, 2025 at the David L. Lawrence Convention Center

• Manage volunteer assignments and scheduling adjustments during the Holiday Market

• Serve as primary point of contact for all volunteer questions and concerns during the Holiday Market 

• Document volunteer attendance and performance

• Implement all volunteer recognition and appreciation strategies prior to, during, and directly following the event (i.e. distributing free event tickets, distributing free raffle tickets, etc.) 

Post-Event Feedback Collection

• Manage all post-Holiday Market volunteer surveying and follow-up communications

Minimum Qualifications & Skills: 

• Commitment to HA’s values of anti-racism, equity, transparency, financial sustainability, and collaboration 

• 3+ years of experience in volunteer or team coordination

• Proven track record of recruiting and managing large volunteer teams 

• Experience coordinating volunteers for major events or programs 

• Strong project management skills

• Excellent written and communication skills 

• Ability to independently problem-solve and resourcefully work through challenges

• Independent in managing time and working toward goals

• High degree of technological competency, especially with volunteer management software and/or database systems

Handmade Arcade is committed to building a team that is reflective of our region’s diverse make-up of makers, customers, and collaborators. Candidates with disabilities, candidates who are BIPOC, and/or candidates who are members of the LGBTQIA2S+ community are encouraged to apply.

How to Apply: Priority will be given to applications received by September 21, 2025. Qualified and interested applicants should complete this application form. Upon completion of the application, applicants will also be asked to complete a separate, anonymous demographics survey.