Cruise Host Scheduler / Volunteer Coordinator (Seasonal, Contracted)

This is a contracted position focused on coordinating volunteer schedules and on-site operations for cruise ship port days. This role requires the contractor to be physically on-site for all cruise ship days and all Board of Directors meetings held between March and November. Remote coverage is not an option for those dates.

Volunteer Coordination & Scheduling

Overview
The Cruise Host Scheduler oversees all aspects of volunteer recruitment, scheduling, training, and on-site support for the Clatsop Cruise Host program. This role ensures that volunteers are well-prepared, supported, and aligned with the organization’s mission to provide exceptional hospitality to visiting cruise ship passengers.

Serving as the primary on-site representative during cruise ship days, the Scheduler is the public face of the program and plays a critical role in maintaining smooth daily operations. This includes coordinating volunteer coverage, maintaining close communication with the Port of Astoria and partner organizations, and managing logistics before, during, and after each ship visit.

An outgoing personality, strong organizational skills, and a genuine enthusiasm for sharing Astoria with visitors are essential.

Key Responsibilities

Volunteer Coordination & Scheduling

• Recruit, train, and supervise volunteers who greet and assist cruise ship passengers.
• Develop and manage detailed volunteer schedules to ensure full coverage at all designated locations.
• Assign volunteers to shifts and locations, honoring preferences whenever possible.
• Notify volunteers of schedule changes at least 72 hours prior to ship arrival.
• Send reminder communications 24 hours before ship arrival, including weather forecasts, boarding times, and transportation schedules.
• Monitor cruise schedule changes or cancellations and notify volunteers promptly.

Volunteer Records &; Communication

• Maintain accurate volunteer records in Google Contacts (name, address, phone, email).
• Create and manage a Volunteer Group label in Gmail for efficient communication.
• Maintain consistent communication with volunteers via email, Facebook, and the organization’s website.
• Provide regular activity reports and issue updates to the Board of Directors.

Qualifications

• Strong communication, organizational, and interpersonal skills.
• Experience coordinating volunteers or managing schedules (preferred).
• Ability to work independently and collaboratively in a community-focused environment.
• Commitment to the mission of Clatsop Cruise Hosts.
• Ability to be on-site for every scheduled cruise ship day (typical hours approx. 8:30 a.m.–5:30 p.m., may vary).
• Ability to remain accessible by cell phone whenever volunteers are on duty.
• Basic proficiency with Microsoft Word and Excel; Google Workspace (Docs, Sheets, Forms, Gmail).
• Reliable personal vehicle for transporting supplies and equipment.
• Ability to attend monthly Board meetings, generally held on the second Thursday of each month at the Port of Astoria (1:30–3:00 p.m.).
• Willingness to learn new tools and applications.
• Join us to be part of an energetic team dedicated to creating enriching travel experiences while empowering volunteers who make it all possible. Your leadership will help craft memorable journeys that inspire connection, discovery, and community spirit!

Why Join Clatsop Cruise Hosts?

This role offers a unique opportunity to:

• Play a key leadership role in a beloved community program.
• Work closely with dedicated volunteers and local partners.
• Help shape visitors’ first impressions of Astoria.
• Be part of a mission-driven organization that celebrates local hospitality and pride.

Pay: $1,000.00 per month

Application Question(s):

• This position requires you to be physically on site for every cruise ship day throughout the season, as well as all Board of Directors meetings held March through November. Please confirm that you are able to meet this on site requirement without exception.

Location:

• Astoria, OR (Preferred)

Ability to Commute:

• Astoria, OR (Preferred)

Work Location: In person

Salary : $1,000