Festival Coordinator

Newfields Careers • Indianapolis, IN

9d

About The Position

The Festival Coordinator supports the Festivals team with financial, administrative, operational, and on-site event responsibilities. The role maintains financial records and inventory, supports festival installations and event operations, assists with volunteer scheduling, and provides customer service to guests, staff, volunteers, and contractors. The position emphasizes real-time execution and support of programs rather than their coordination or planning. It is a full-time, 18-month temporary role.

Requirements

• Bachelor of Arts or Bachelor of Fine Arts degree and at least 2 years of related experience, or at least 3 years of related experience.
• Proficiency in Microsoft Office, especially Excel, and other software commonly used at Newfields; willingness to learn new software as needed.
• Strong writing skills and ability to draft clear original internal correspondence and program copy for Newfields publications and marketing.
• Ability to present information effectively one-on-one, in small groups, and to large groups in a festival setting.
• Strong attention to detail, problem-solving ability, and organizational skills.
• Ability to coordinate multiple tasks, meet deadlines, and follow up on assigned tasks.
• Basic familiarity with Newfields’ permanent collection and special exhibitions.
• Ability to perform basic arithmetic using whole numbers, fractions, decimals, and percentages.
• Ability to follow written, oral, or diagrammatic instructions and address problems involving several concrete variables in standardized situations.
• Exceptional communication and interpersonal skills.
• Basic understanding of public relations fundamentals and demonstrated experience working as part of a team.
• Ability to meet the physical demands of the job, including occasionally lifting or moving up to 25 pounds and working outdoors in all seasons.

Responsibilities

• Assist the Festivals team with financial and departmental operations, including maintaining accurate records of expenses, budgets, and payments.
• Monitor expenditures and track revenues to ensure compliance with Newfields’ financial guidelines.
• Implement financial, procurement, and operational procedures, including timely submission and processing of requisitions, purchase orders, and invoices.
• Provide administrative support to the Manager and Director of Festivals by coordinating schedules, organizing meetings, and maintaining documentation.
• Support communication and efficient operations with stakeholder departments.
• Collaborate with Festival Producers to create and maintain an inventory system for festival infrastructure.
• Coordinate with stakeholders and departments to maintain alignment and clear communication.
• Record key details and develop standard operating procedures for festival components.
• Support festival installations, including set-up and breakdown of lighting, displays, and decorations.
• Staff events as needed, including some nights, weekends, and holidays, to support a seamless visitor experience.
• Assist with installation, de-installation, inventory management, and financial tracking of Lilly House operations during Harvest Nights and Winterlights.
• Assist with other special projects and events as assigned.
• Help schedule and lead volunteer shifts and provide volunteers with a positive Newfields experience.
• Provide on-site support for festival programs, the Penrod Arts Fair, and special events through day-of coordination and engagement with staff, volunteers, contractors, and guests.
• Support real-time event execution and a high-quality attendee experience.
• Uphold Newfields’ service standard and provide excellent customer service to contractors, volunteers, staff, and guests.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level