Volunteer Director - Hoka Kodiak Ultra Marathons by UTMB

 At The IRONMAN Group, our purpose is clear: to inspire people to unlock their greatest potential through sport, pushing beyond limits to become the fullest expression of human achievement. Through our BE ICONIC vision, we are building the most loved brands, producing the world’s most inspiring events, and fostering deeply engaged communities that change lives. By 2028, we aim to empower over a million athletes to cross a finish line each year and inspire a billion people worldwide through the power of the human spirit. As part of our team, you’ll join a high-performance, caring culture where innovation thrives, communities are uplifted, and every achievement, big or small, is celebrated. You’ll help shape experiences that fill hearts, consume minds, and enrich souls. This is more than a job. It’s a chance to be part of a global movement, to lead from the front, and to leave a legacy. Together, we create moments that last a lifetime. The IRONMAN Group is the world's largest operator of mass participation sports, delivering over 200+ events a year across 55+ countries thanks to a passionate global team. For more information, visit www.ironman.com/about-ironman-group.

 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.

Overall Timeline: May 18, 2026 – November 13, 2026
Location: Remote (preferred candidates located & heavily connected in Big Bear, CA) 

  Pre-Race:

•  Volunteer Recruitment:
• Develop recruitment strategies to attract a sufficient volunteer pool. (ie – 300+ volunteers)
• Collaborate with the local Race Director to determine each volunteer shift and the required number of volunteers for each shift.
• Contact previous Kodiak Volunteers to:
  ? Inform them Volunteer registration is open and how to register
  ? Explain available positions
  ? Explain the incentive program
• Coordinate incentives such as swag, free race entries, and donations for all volunteers and/or volunteer groups. This includes collecting sizes, free race entry information, quantities, 501c3 status, etc.
  ? Communicate incentives requested to Race Management (swag, race entries, donations, etc.) at least 45 days prior to race.
  ? Track all incentives from order to delivery
  ? Track the distribution of all incentives to volunteers. 
• Confirm all Aid Station Captains and other Captains such as Sweep Captain, Transport Captain, Finish Line Captain, etc.
  ? Recruit new Captains if an Aid Station or other assignment does not have a returning Captain. 
• Identify, communicate and engage with potential groups, clubs, teams, businesses, and non-profits to establish working relationships for volunteer opportunities, including potential exchanges for donations.
  

Volunteer Captains:

• Provide leadership and guidance to volunteer captains.
• Recruit (vet or interview Captains where appropriate) and coordinate volunteer captains for various race functions (e.g., including but not limited to 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.
• Coordinate incentives (swag, race entries and donations) with Captains for their Aid Station or their group. Collect Captains’ sizes and other relevant volunteer sizes from Captains.
  

Volunteer Website, Manuals, and Communication:

• Build and update the Volunteer Local Registration webpage using the previous year's template.
• Maintain and update the Volunteer Registration page by adding new positions and editing existing ones as needed based on ongoing race planning.
• Serve as the primary point of contact for volunteer inquiries and questions via phone, text, and email.
• Work with Marketing Team to schedule Volunteer outreach social media posts and emails (With Race Management)
• Reach out and work with potential groups, clubs, teams, businesses, non-profits, etc. to build a working relationship with for volunteer opportunities and possible trade with donations
• 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 that may require them.
  ? Provide final schedules to Race Management and staff.
• Send confirmation emails approximately 3 weeks prior to the event, to all volunteers to verify their participation and finalize all assigned positions and shifts.
  ? Adjust volunteer shifts and schedules based on responses from confirmation emails.
• Send a final ‘Race Information’ email to all volunteers containing all important race information including links to the Volunteer Manuals, volunteer check-in location and procedure, what to bring, best driving directions, parking/shuttle information, etc.
  (Race Director to assist.).
   

Race Management Collaboration:

• Provide regular updates on volunteer recruitment status to Race Management.
• Meet with Race Director and Race Management Team regularly to review the status of volunteer recruitment, address needs and roadblocks, receive updates on event changes, and exchange ideas. (Approximately once every 2 weeks, and then once
  every week in the 30 days before the event.
  ? Make necessary adjustments to volunteer schedule and shift requirements based on course or timeline changes.
• Assist the Race Director to conduct at least two Aid Station Captain’s training sessions.
  ? Help prepare agendas for Captain Meetings
• Assist the Race Director to conduct a training session for the Sweep Captain, Finish Line Captain, Transport Captain, and any other volunteer lead role.
  ? 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, supply replenishment procedures, and any special equipment requests from the Captains.
  ? Notify Aid Station Director of any major equipment that an Aid Station will provide on their own (i.e. 10x10 canopies, heaters, camp stoves, etc.)

Plan Volunteer Appreciation event(s) with the Race Director and Race Management Teams.

Post-Race:

• Debriefing and Appreciation:
  - Gather feedback from volunteers to identify areas for improvement.
  - Send personalized thank-you notes to volunteers.
  - Recognize outstanding contributions.
  - Host Volunteer Appreciation event(s)
• Appreciation gatherings can also take place prior to the race.
• Documentation and Logistics:
  - 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.

Race Week/Race Weekend:

• On-site: Be the on-site contact for all the duties below. This will require 4-5 days of long hours over the course of event weekend. Requires the ability to be on your feet, working in the elements for long durations. Volunteer Director should be able to handle high stress environment, serving as the contact for many individuals.
  • Volunteer Deployment:
  - Ensure all volunteers are assigned to their designated areas.
  - 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:
  ? Print volunteer master schedule
  ? Prepare any waivers needed
  ? Prepare and test web links and/or QR codes for check-in app/website, including a backup system in the event of no connectivity
  ? System for tracking giveaway distribution
  - Setup and staff the Volunteer Check-in booth at the Expo
  - Manage volunteers at the Expo/Start/Finish area (Assist Finish Line Manager)
  - Verify that Aid Station Captains have functioning communication system (e.g. phone, radio, HAM operator, etc.).
  - Work with Transportation Team to arrange any rides for volunteers if needed (e.g. Course Markers, Sweeps)
  • Problem Solving and Motivation:
  - Address unexpected situations promptly (e.g., medical emergencies, missing volunteers, unexpected duties arise).
  - Encourage and motivate volunteers throughout the race.
• Volunteer supplies:
  - Create binders for each Captain that include the relevant manual(s), important information, printed parking passes, event credentials, runner tracking forms, extra waivers, pacer bibs, wristbands, etc.
  - Sort, bundle and distribute volunteer swag for each Aid Station, Captain, Group, or individual volunteer.
  - Ensure each Captain received the supply logistics information from the Aid Station Director. 
•  Communication:
  - Communicate any last-minute race logistics, updates, time adjustments, etc. to all volunteers
  - Be available on the race radio in contact with Race Command and Race Director
  - Respond to all volunteer inquiries and questions via email, text message, and phone.

Assist with any other reasonable duties as assigned by UTMB or Race Management.

The above declarations are not intended to be an “all inclusive” list of duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job and are a reasonable representation of its activities.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.