Festival Coordinator
About The Position
The Festival Coordinator supports Newfields’ Festivals team with financial, administrative, operational, and on-site event activities. The role maintains financial records and inventory, supports procurement processes, coordinates schedules and communication among stakeholders, and helps document procedures. It also assists with festival installations, Lilly House operations during Harvest Nights and Winterlights, volunteer shifts, and on-site execution of festival programs, the Penrod Arts Fair, and special events. The position provides customer service and supports a positive visitor and volunteer experience. Some evening, weekend, holiday, and occasional early morning work is required, and the employee works outdoors in all seasons.
Requirements
- Proficiency in Microsoft Office, especially Excel, and other software commonly used at Newfields; willingness to learn new software as needed.
- Strong writing skills, including the ability to draft internal correspondence and program copy for publications and marketing.
- Ability to present information effectively to donors and employees one-on-one or 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 work.
- 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 teamwork experience.
- B.A. or BFA degree and at least 2 years of related experience, or at least 3 years of related experience.
- Ability to occasionally stand, walk, handle objects or tools, reach, climb stairs, balance, stoop, kneel, crouch, crawl, talk, hear, taste, or smell; occasionally lift and/or move up to 25 pounds; and work outdoors in all seasons.
Responsibilities
- Assist with financial and departmental operations, including maintaining records of expenses, budgets, and payments and monitoring expenditures and revenues for compliance with Newfields’ financial guidelines.
- Implement procurement, financial, and operational policies and 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, maintaining documentation, and supporting communication with stakeholder departments.
- Collaborate with Festival Producers to create and maintain an inventory system for festival infrastructure.
- Coordinate communication across departments and stakeholders, record key details, and develop standard operating procedures for festival components.
- Support festival installations by helping set up and break down lighting, displays, decorations, and other elements; staff events as needed.
- Assist with installation, de-installation, inventory management, and financial tracking for 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.
- Uphold Newfields’ service standard and provide excellent customer service in interactions with contractors, volunteers, staff, and guests.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
