Volunteer Director

Ironman•Big Bear, CA

1d•Remote

About The Position

The Volunteer Director for the Kodiak Ultra Marathons by UTMB is responsible for the recruitment, management, and coordination of all volunteers. This role ensures the smooth execution of volunteer activities, maintains communication with all volunteer groups, and works closely with race management to ensure the event's success. The role requires a candidate who can handle a high-stress environment and serve as a contact for many individuals. This is a remote position, with preferred candidates located and heavily connected in Big Bear, CA. The overall timeline for this role is May 18, 2026 – November 13, 2026.

Requirements

Located and heavily connected in Big Bear, CA (preferred).
Ability to be on feet, working in the elements for long durations during race week/weekend.
Ability to handle a high-stress environment.
Experience in volunteer recruitment and management.
Experience in event coordination and logistics.
Strong communication and interpersonal skills.
Proficiency in developing recruitment strategies.
Ability to collaborate with race management and various stakeholders.
Experience in building and updating web pages.
Experience in producing manuals and schedules.
Ability to manage a master list with appropriate information.
Experience in coordinating incentives and donations.
Experience in on-site volunteer deployment and support.
Experience in problem-solving and conflict resolution.
Experience in motivating and leading teams.
Ability to prepare and manage check-in processes and booths.
Familiarity with communication systems (phone, radio, HAM operator).
Ability to create and distribute event materials and supplies.
Experience in debriefing and gathering feedback.
Ability to submit event feedback and invoices.
Experience in coordinating monetary donations.

Nice To Haves

Previous experience with Kodiak Volunteers.
Familiarity with the UTMB event structure.
Experience with social media outreach for volunteer recruitment.
Experience in conducting training sessions for captains and volunteers.
Knowledge of supply logistics and equipment requests.

Responsibilities

Develop recruitment strategies to attract a sufficient volunteer pool (e.g., 300+ volunteers).
Collaborate with the local Race Director to determine volunteer shifts and required numbers.
Contact previous volunteers to inform them about registration, available positions, and the incentive program.
Coordinate incentives such as swag, free race entries, and donations for volunteers and groups.
Track all incentives from order to delivery and distribution.
Confirm Aid Station Captains and other Captains (e.g., Sweep, Transport, Finish Line) and recruit new Captains as needed.
Identify, communicate, and engage with potential groups, clubs, teams, businesses, and non-profits for volunteer opportunities and potential exchanges for donations.
Provide leadership and guidance to volunteer captains.
Recruit and coordinate volunteer captains for various race functions (Aid Stations, Registration, Race Operations, Media, Set-up, Tear-down, Pre-runners, Sweepers, Course Marshals, etc.).
Assist Aid Station Captains in building a Volunteer Local Registration page for each Aid Station.
Build and update the Volunteer Local Registration webpage.
Maintain and update the Volunteer Registration page with new positions and edits.
Serve as the primary point of contact for volunteer inquiries via phone, text, and email.
Work with the Marketing Team to schedule volunteer outreach social media posts and emails.
Build and manage a master volunteer list with all appropriate information.
Produce event Volunteer manuals with assistance from the Race Director and UTMB staff.
Build schedules for specific volunteer positions.
Provide final schedules to Race Management and staff.
Send confirmation emails to volunteers to verify participation and finalize positions/shifts.
Adjust volunteer shifts and schedules based on confirmation responses.
Send a final ‘Race Information’ email to all volunteers.
Provide regular updates on volunteer recruitment status to Race Management.
Meet with Race Director and Race Management Team regularly to review status, address needs, and exchange ideas.
Make necessary adjustments to volunteer schedule and shift requirements based on course or timeline changes.
Assist the Race Director to conduct Aid Station Captain’s training sessions and other volunteer lead role training sessions.
Help prepare agendas for Captain Meetings.
Create a schedule for the Basecamp (Expo) volunteer booth prior to race week.
Partner with the Aid Station Director to coordinate supply pickup logistics, replenishment procedures, and equipment requests.
Notify Aid Station Director of any major equipment an Aid Station will provide on their own.
Plan Volunteer Appreciation event(s).
Gather feedback from volunteers post-race for improvement.
Send personalized thank-you notes to volunteers and recognize outstanding contributions.
Submit event feedback and all event invoices within 14 days after the event.
Coordinate all monetary donations to volunteer groups.
Follow-up on incentive distribution until completion.
Ensure all volunteers are assigned to their designated areas on-site.
Support volunteers during the event.
Track all volunteer attendance for all shifts and positions.
Monitor critical points (start/finish lines, aid stations, intersections).
Prepare the Volunteer Check-in process, including printing schedules, preparing waivers, testing check-in systems, and setting up the booth.
Manage volunteers at the Expo/Start/Finish area.
Verify that Aid Station Captains have functioning communication systems.
Work with the Transportation Team to arrange rides for volunteers if needed.
Address unexpected situations promptly (e.g., medical emergencies, missing volunteers).
Encourage and motivate volunteers throughout the race.
Create binders for each Captain with relevant information and materials.
Sort, bundle, and distribute volunteer swag.
Ensure each Captain received supply logistics information.
Communicate last-minute race logistics, updates, and time adjustments to volunteers.
Be available on the race radio in contact with Race Command and Race Director.
Respond to all volunteer inquiries and questions.
Assist with any other reasonable duties as assigned.