Job/Volunteer Opportunities

Volunteer Director for IRONMAN 70.3 Rockford

REPORTS TO: Vice President of Sales and Service Rockford Area Convention & Visitors Bureau and will take direction from IRONMAN 70.3 Race Director
FSLA STATUS: Contracted Position (July 2024- July 2025)
EXPECTED RESULTS: Recruit, train and coordinate volunteers to successfully host IRONMAN 70.3 Rockford on June 22, 2025.

Essential Responsibilities
1. As the Volunteer Director, and in coordination with the Volunteer Captains, recruit the number of volunteers as determined by the Race Director for the Event, depending on such Event’s needs. The Volunteer Program Director may have input based on current knowledge of Event management to cover the Event’s needs.
2. Be familiar with, and knowledgeable of, the Event’s racecourse and all aspects of the Event site.
3. Provide leadership and guidance to Volunteer Captains and volunteers
4. Be available and on-site at the Event during the Event’s race week. Specific days will be determined by the Event’s Race Director and will be dependent on the date of the Event.
5. Recruit and coordinate approximately 20 – 120 Volunteer Captains and their assignments (numbers depend on the needs of the specific Event) for Event race functions including but not limited to: expo, 5k, start line, finish line, secure zone, swim, bike, run, transition, medical, communications, awards, aid stations, environmental, registration, timing, food, media, set-up, tear-down, etc. The Volunteer Program Director may have input based on current knowledge of Event management to cover the Event’s needs.
6. Assist WTC staff and the Race Director in production of Event-specific race manuals.
7. In coordination with the Race Director, assigning volunteers to serve as “Volunteer Captains” for the Event.
8. Expand volunteer participation through community involvement and partnerships with local companies and organizations. Create a target list of groups and individual volunteers from key organizations and follow up as needed.
9. Set-up Volunteer Captains with access to their positions and shifts on the Event’s volunteer registration database (the “Database”) and provide instructions on how to use basic functions to communicate with volunteers in each Volunteer Captain’s area.
10. In coordination with Volunteer Captains and utilizing various publicity means, assigning of all volunteers to volunteer jobs, as applicable.
11. Responsible for setting up certain functions within the Database, including setting up positions and shifts in accordance with operational needs of the Event, including times, locations, and volunteer numbers. Managing the Database for tracking volunteers and their information.
12. Responsible for obtaining a waiver, provided by WTC, signed by every volunteer involved with the Event. Such waivers may be signed electronically, by registering online via the Database, or in person via a paper waiver signed on-site at the Event. All paper waivers must be sent to WTC’s headquarters in Tampa, attention of the Legal Department, promptly after the Event.
13. Maintaining prior year’s Event volunteer databases including, without limitation, time-stamped e-signatures. These databases shall be forwarded, upon request, to the Volunteer Programs Director or other Volunteer Programs staff.
14. Coordinating communications with Volunteer Captains for volunteers including serving as a contact point and information source for volunteer questions via phone, text, and e-mail, providing information as needed for the success of the Event’s volunteers and the volunteer program.
15. Act as a liaison between all volunteers, Volunteer Captains, and WTC’s Event staff.
16. Work with the Race Director in the set-up and operation of the Volunteer Captain’s meetings, including the Volunteer Captain’s and Staff meeting during race week, which serve as informational and teaching sessions for Volunteer Captains.
17. Work with the Race Director in ordering all applicable Event-related volunteer apparel.
18. Staff and manage the Event’s volunteer tent during race week and assign all last-minute volunteers to applicable areas.
19. Coordinate with The IRONMAN Foundation, Inc., a 501(3)(c) non-profit corporation (the “Foundation”), by making recommendations for monetary donations by the Foundation to volunteer groups in the local Event community. Communicate and distribute to the Volunteer Captains, the links to the Foundation’s grant application form(s) and the Foundation’s timeline and due dates related to grant applications. Confirm that all applications have been submitted prior to race day for any organization or volunteer group that has been recommended or considered to receive grant funds from the Foundation.
20. Submit Event critique and all Event invoices within 14 days after the Event.
21. Other reasonable duties may be assigned from time to time by WTC.

Pre-Race Responsibilities:
1. Clarify and submit Volunteer Captain’s apparel sizes 75 days prior to the Event.
2. Follow-up with community grant recipients to ensure all necessary documentation has been submitted to the Foundation.
3. Send/communicate a monthly report as requested by WTC, during the three months leading up to the Event.

Race weekend responsibilities:
1. Oversee the volunteer check-in process and ensure volunteers are in their assigned positions.
2. Track volunteer attendance during each shift to ensure all areas are covered sufficiently for the success of the Event.
3. Sort, transport, and oversee the distribution of volunteer T-shirts to all volunteers.

Post-race responsibilities:
1. Submit any Event invoices within 14 days after the Event to the Race Director.
2. Follow up with the Foundation on any unpaid donations.
3. Submit the final grant recommendation(s) to the Foundation within 10 days after the Event.
4. Continued communication with all volunteers, including issues, concerns, thank-yous, etc.
5. Post-race follow-up on all volunteer-related issues, including sending volunteer hours verification forms and any prizes awarded.
6. Send all original copies of paper volunteer waivers to WTC’s headquarters in Tampa, attention Legal Department, within 14 days after the Event.
7. Submit a final report detailing the number of volunteers signed up, attrition (if known), key successes and setbacks, and recommendations for the following year to the Race Director, Operations Director and Volunteer Program Director

Basic Definitions of Volunteer Captain and Volunteer:

Volunteer Captains – Lead Volunteers in each area as identified by the Race Director, Operations Director and Volunteer Program Director. Volunteer Captains are expected to attend captain’s meetings through the year. Captains are asked to help with recruiting of volunteers, for their specific areas, and as helpful for other areas. Captains are also given special “swag” for their additional efforts. Many times, captains who shine ultimately move into travel crew, etc.

Volunteers- Volunteers contribute to all areas of the event. They receive a t-shirt and meals on race day (how many meals will depend on the distance of the vent and time involved). The volunteers should be educated and organized by the volunteer captains with assistance from the Volunteer Director.

If interested please send cover letter and resume to larellano@gorockford.com by September 6, 2024

Executive Assistant/Office Manager

ESSENTIAL FUNCTIONS:
Executive Support

Monitors progress, coordinates, and prioritizes CEO’ s workflow.
Advises on and prepares minutes, agendas, policies, and documents for the RACVB board, RACVB charitable foundation board and other RACVB stakeholders.
Uses discretion and independent judgment in handling confidential and sensitive information in connection with the CEO’ s responsibilities.
Assists in the planning and execution of GoRockford events, as requested.
Maintains established timeline, preparation, and submittal of Board monitoring reports; including drafting reports as requested.
As directed by the CEO, plans, and organizes special Board meetings and retreats that focus on long-term plans, issues, and opportunities.
Assists with accounting and finance, including grants, documents, and filing, as needed.
Other duties may be assigned.

Administrative Support

Schedules and confirms meetings and appointments for the President/CEO, senior staff, and board committees.
Makes travel arrangements as necessary and prepares expense reports.
Makes copies, sends communication, and composes and drafts letters, memos, and presentations for the President/CEO.
Opens, sorts, and distributes mail.
Makes local deliveries, on occasion, for President/CEO or other staff.
Responds to calls, voice mails, e-mails, and correspondence for the President/CEO.
Maximizes technology to efficiently support the President/CEO in managing schedules and communication.
Serves as a valuable “ go to” person for senior management team, by assisting them in day-to-day tasks, contributing to their success in performance and productivity, and seeking ways to amicably solve problems pertaining to staff relations.
Manages staff recognition program, including birthdays, anniversaries, and special celebrations.

Technology Coordinator

Provide server administration (new users, login, passwords, etc.).
Resolve day to day PC and printer issues with guidance and assistance from IT service provider, as necessary.
Maintain relationship with and schedule services with IT service provider.
Maintain phone system through day-to-day system management (problems, new users, phone list updates, speed dials, holiday recordings).
Maintain copiers and schedule repairs, as necessary.
Provide office training on phone system, copiers, computer software and peripherals, and other equipment.

Office Manager

Communicate operational policies and procedures, as necessary.
Oversee scheduling day-to-day maintenance of the building and grounds.
Maintain inventories of office and kitchen supplies and order as needed to ensure smooth office operations.
Assist with the purchase of office equipment, services, and maintenance agreements.
Serve as the ‘ point-person’ for the RACVB in greeting guests in person and on the phone.
Process and distribute in-coming and out-going mail and packages (UPS, FedEx etc.).
Ensure reception area and all common areas are clean, including meeting rooms and kitchen, at the beginning and end of day.
Prepare for internal and external meetings by stocking meeting rooms with beverages, setting up electronic equipment, and other prep, as necessary.
Maintain brochure racks, kiosks and posting board in the reception area by filling and straightening racks, removing dated materials, and ordering brochures, as necessary.
Open and close office, including unlocking doors, making coffee, checking mailbox, etc.

EDUCATION/EXPERIENCE REQUIREMENTS:

Three to five years related experience; or equivalent combination of education and experience.
Prior work experience for an executive level leader, board governance, monitoring and minute taking preferred. Destination/tourism work experience is a plus.
Candidate should demonstrate an innovative use of strategy, creativity, collaboration, and project management skills to produce meaningful results.
Candidate should project professionalism and confidence while willing to roll up the sleeves when necessary.
Must have valid driver’ s license and reliable personal transportation. May need to attend a morning, evening, or an occasional weekend meeting/event.

Please apply directly to the Executive Assistant/Office Manager role or contact Keri Benhoff at keri.benhoff@furstexec.com.

Volunteer Opportunities

RACVB is involved with several sports tournaments and events that need volunteers! A wide variety of volunteer opportunities come up each year, so be sure to check back frequently to see what you can get involved with!

If you are interested in adding your name for future opportunities, please send an email to info@gorockford.com with your name and some information about yourself. We are also looking for volunteers for Stroll on State. Please email Julie Huber if you are interested at jhuber@gorockford.com.