Festival Coordinator, Volunteer Check-in & Admin

The Festival Coordinator, Volunteer Check-in & Admin is charged with coordinating equipment, uniforms, credentials, and logistics for staff and volunteer check-in during the Sundance Film Festival, as well as planning of the Volunteer Hub.

Working closely under the direction of the Senior Manager, Talent the Festival Coordinator, Volunteer Check-in & Admin supports Sundance Institute’s commitment to fulfilling a successful and positive Festival experience for staff and volunteers. This role will focus on communication through the general volunteer communication channels, as well as coordinate logistics of volunteer check-in, the Volunteer Hub, and support with online training.

• Monitoring and maintaining general volunteer communication channels, including the inbox and hotline voicemail system.

• With Senior Manager, coordinating Litmos (Learning Management Software) training accounts for volunteers, assisting with content creation and updates, troubleshooting access issues, and tracking volunteer completion status.

• Auditing and reconciling staff and volunteer distribution lists in close collaboration with the Human Resources team.

• Supporting additional administrative projects with Senior Manager and the Administrator, Volunteer Resources, which may include, creating/updated documents and packets, and check-in materials.

• Setting up, organizing, and maintaining secure, functional logistics and uniform rooms at the Volunteer Hub.

• Leading receiving, tracking, and inventory reconciliations for staff and volunteer uniforms, gear packs, credentials, and corporate incentive items.

• With the Senior Manager, sourcing shipping materials, form submissions, print labels, and oversee the distribution of gear packs and post-Festival SWAG to remote employees.

• Supporting supply runs and coordinating physical assets (signage, furniture, fixtures) for check-in spaces.

• With Senior Manager, creating and implementing luggage storage operations at the start and end of the Festival.

• With Senior Manager, planning and coordinating Check-In event operations, including flow, signage, volunteer management in collaboration with HR and other departments.

• Inputting daily operational data, preparing frequent inventory updates for internal stakeholders, and completing a comprehensive wrap report post-event.

• Supervising, scheduling, and supporting Volunteer Hub volunteers during check-in and Volunteer Hub operations.

• Overseeing volunteer training, daily activities, and performance evaluations.

• Supporting venue programming for volunteers, including Volunteer Appreciation Day and Wellness initiatives.

• Supporting in the planning, inventorying, purchasing, and receiving, and organizing of Volunteer Hub food and beverage items.

• 2 years of experience in event logistics, operations, or related.

• Valid driver’s license and successful completion of MVR background check.

• Outstanding verbal and written communication skills to work effectively with a variety of people.

• Excellent organizational skills and attention to detail.

• Ability to maintain confidential information.

• Working knowledge of databases along with proficiency in Google Products, and Airtable is preferred.

• Knowledge of Boulder is a plus.

• Legal authorization to work in the United States.

• Problem-solve within your work so change can happen quickly and efficiently.

• Help bring the team together around common goals.

• Communicate clearly with internal and external stakeholders of varying levels and positions.

• Provide stakeholders with turnkey spaces that facilitate their event vision.

• Remain organized to keep yourself accountable for meeting deadlines