Festival Coordinator, Volunteer Check-in and Administration

This is a Full Time Job

Festival Coordinator Volunteer Checkin & Admin - Careers At Sundance Institute

POSITION OVERVIEW

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.

This temporary position works full-time (40 hours per week) from Monday, October 5, 2026 to Friday, February 12, 2027 and will be required to work extended hours, including some evenings, weekends, and holidays to meet key deadlines and respond to on-call needs as assigned. This position is based out of our Boulder, CO office in order to work onsite in a hybrid capacity throughout its employment.

Top priorities include but are not limited to:
• 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.

You have the following direct or transferable skill sets:
• 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.

You will be successful in this role if you...
• 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.

*Applications open 9/15/2026 and will be accepted for at least one week.