Guild Coordinator - Volunteer Admin for a Lively Group of Musicians

If you like welcoming new faces, keeping rosters accurate, and helping teammates stay in the loop, this role is for you! You’ll partner with our staff to help new volunteers for all kinds of roles to get set up and ready to make their own impact. In this role, you’ll be at the heart of new enthusiasm and growth for our community.

What you’ll tackle:

Send welcome materials; manage onboarding checklists

Maintain a central roster (roles, start dates, term limits)

Track volunteer hours; send periodic reminders

Flag vacancies and upcoming term completions for leaders

You’ll thrive in this role if you:

Friendly, organized communicator

Comfortable with spreadsheets and shared drives

Proactive about documentation and follow through

What you’ll gain:

Volunteer management experience

Ready made templates and systems

A close connection to a generous, joyful volunteer community

Impact & community: Your coordination helps people plug in quickly and contribute with confidence.

JOB SUMMARY

The Guild Coordinator supports the organization by managing the onboarding process for Guild Members. This includes maintaining the onboarding checklist, sending welcome materials and required forms, and tracking all Guild Members in a centralized roster. The Coordinator monitors vacancies and term completions, ensures all documentation is collected and stored, and tracks and reports volunteer time. They also send periodic reminders to Guild Members to enter their hours.

DUTIES & RESPONSIBILITIES

Maintains and updates the Guild Member onboarding checklist.

Sends welcome materials, forms, and orientation resources to new members.

Tracks Guild Members in a centralized roster including start dates, roles, and term limits.

Monitors vacancies and notifies leadership when positions need to be filled.

Ensures signed agreements and acknowledgments are collected and stored.

Tracks and reports volunteer time for Guild Members.

Sends periodic reminders to Guild Members to enter their volunteer hours.

KNOWLEDGE / SKILLS / ABILITIES

Strong organizational and record-keeping skills.

Effective communication and interpersonal skills.

Familiarity with spreadsheets and document management tools.

SUPPORT

Access to onboarding templates, shared drives, and tracking tools.

Orientation and guidance from administrative staff.

Volunteer time tracking system and reminder templates.

PHYSICAL DEMANDS / WORK ENVIRONMENT

Work involves sitting, typing, and using digital tools for extended periods.

Vision abilities required include close vision, color vision, and the ability to adjust focus.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

About Rainbow City Performing Arts (RCPA)

Rainbow City Performing Arts is a nonprofit that brings people together through inclusive, community centered music and performance. Volunteers are the heartbeat of our operations, helping us build belonging, expand access, and keep our ensembles and programs running smoothly. When you volunteer with RCPA, your time directly supports programs that foster belonging and joy onstage and off.