VOLUNTEER AND EVENTS COORDINATOR  

 

Type: Permanent, Full-Time, Exempt 

Location: Based at Active Transportation Alliance’s office in Chicago Loop 

Environment: Hybrid work environment 

 

About the Position 

 

The Active Transportation Alliance produces several events each year, including one of the nation’s largest biking events, Bike the Drive, held over Labor Day weekend. The Volunteer and Events Manager is an important member of the Events Team with two essential roles: 1) recruit, train and manage roughly 300 volunteers for special events; and 2) assist with event registration, production and management. This position is a permanent, full-time position under the direct supervision of the Managing Director of Events. There will be some travel around the city and region, requiring some evenings each month and occasional weekends, including Labor Day weekend. 

 

About the Organization 
 

Active Transportation Alliance is a non-profit advocacy organization. Our vision is a Chicago region abundant with walking, bicycling, and public transit options to create healthy, sustainable, and equitable communities.  In partnership with thousands of members, hundreds of volunteers and a wide spectrum of community partners, our dedicated team has been working for several decades to create more opportunities for people to travel safely, actively, and enjoyably. 
 

Active Transportation Alliance is committed to building a team that represents a variety of backgrounds, perspectives and skills and encourages people of all backgrounds to apply. The more inclusive we are, the better our work will be. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion or belief, sex, pregnancy status, national or ethnic origin, age, disability, marital or parental status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. We work to practice the principles of racial equity, diversity, and inclusion in all we do. 

 

Active Transportation Alliance is a small organization doing big work and that means team members take on projects outside department or role-specific expectations from time to time; we go all in to support each other and our success.   

 

About You 

 

You love working with others and have the ability to forge effective relationships with a wide variety of people under a wide variety of circumstances.  You have some experience working in the non-profit sector and are committed to enhancing and evolving strong and professional volunteer and customer service programs. You have great communication skills and have a knack for translating complex ideas into simple language. You believe in the transformational power of active transportation, knowing that places abundant with walking, biking and public transportation options are more equitable, more healthy, more sustainable and more livable, and that all people in Chicagoland deserve this reality. You value working at an organization committed to pursuing anti-racism, where working in vibrant, supportive teams is the norm - and leadership is a shared practice. 

 

About the Role – Key Accountabilities 

 

1. Volunteer Program  

 

• Create and implement an ongoing volunteer engagement program to retain and grow our volunteer pool.  

• Recruit, assign, train and nurture volunteers (both individuals and groups) for a variety of event volunteer positions.  

• Manage all pre-, post- and day-of-event volunteer activities.  

• Oversee our Volunteer Committee including managing calendar invites, agenda setting, and engaging with committee members. 

• Coordinate all volunteer communication, both oral and written.  

• Develop and implement strategies to enhance volunteer engagement, retention, and growth. 

• Maintain accurate records of volunteer profiles, schedules, hours, and roles. 

• Coordinate volunteer participation in events, campaigns, and special projects. 

• Manage and update volunteer materials such as manuals, job descriptions, surveys and phone lists.  

• Oversee ordering of food and supplies for volunteer shifts and gatherings, plus payments of volunteer group stipends for BTD. 

  

2. Event Registration and Management  

 

• Co-manage the online event registration system (we use Haku) including writing and managing website copy, managing online merchandise, group ticket sales, and other functions. 

• Lead event planning and execution of Bike to Work Challenge and some Advocacy or Community Group events. 

• Assist with transitioning Bike Challenge registration and trip tracking software to Haku.  

• Assist with event production including venue research and related communications.  

• Answer customer service inquiries and direct public inquiries about events via phone, email and social media.  

• Supervise a special events intern.  

  

3. Other 

 

• Participate in obligatory organization-wide events and activities.  

• Participate in the implementation of ATA’s office-wide Racial Equity Action Plan.  

 

The Must-Haves 

 

We understand that people gain skills through a variety of professional, personal, educational, and volunteer experiences. If you believe you have the skills to succeed in this role, regardless of your professional or educational background, we encourage you to apply.  

 

• Minimum 1-2 years providing administrative support of a volunteer program 

• Minimum 1-year leading volunteer coordination, development or related experience with knowledge of the professional standards for volunteer coordination. 

• Strong computer skills in Adobe, Word, PowerPoint and Excel. 

• Ability to learn software and databases quickly; experience with Salesforce, HAKU or CRM databases a plus.  

• Ability to self-motivate, multi-task, and work well under pressure in a dynamic, team environment. 

• Energy and enthusiasm for in-person events.  

• A commitment to Active Transportation Alliance’s mission, vision and goals.   

• Valid driver's license and comfortable driving around Chicago.   

• Ability to work independently and collaboratively in a dynamic environment, adhere to deadlines. 

• Although not required, preferred special events experience, especially with large outdoor events.  

• Physical Requirements: Able to: 

• Lift and carry items up to 25 lbs.  

• Operate a computer.  

• Sit at a desk for extended periods.  

• Stand, walk and be on your feet outdoors for extended periods.  

  

Position Details 

This position is available immediately with a start date as soon as possible.  Benefits include:  

• 15 days paid vacation 

• 10 days paid personal/sick time 

• 15 paid holidays 

• Employer-supported HMO, PPO and HSA health insurance plan options 

• Vision and dental insurance 

• Life and long-term disability insurance 

• Short-term disability/medical/family leave 

• Pre-tax transit benefit 

• 401k retirement plan 

• Hybrid work environment with at least two days a week in office

   
No emails or phone calls, please.  

The position will remain open and available until filled.