Program & Guest Operations Coordinator

This is a Full Time Job

Coordinator Program & Guest Operations - Careers At Sundance Institute

POSITION OVERVIEW

The Coordinator, Program & Guest Operations is a key member of the Operations Department charged with coordinating all aspects of event planning and the guest experience for the Sundance Institute. The Coordinator will focus their time on the Institute's Artist Program Group (APG) labs, intensives, residencies, and workshops throughout the year.

This full-time position is based within a commutable distance to Boulder, CO or Salt Lake City, UT in order to work onsite in a hybrid capacity throughout the year. Preference will be given to candidates in the greater Salt Lake City, UT area. The role requires flexibility, including extended hours, evenings, and weekends during peak periods, as well as travel to Institute locations, events, and meetings as needed.

Sundance Institute is a unionized workforce and this position is in the bargaining unit.

Top priorities include but are not limited to:
• In partnership with the Manager, coordinating the full event lifecycle for assigned in person and digital events across all APG activity, including but not limited to venue and vendor relations, supporting program concepts, creating runs of show, identifying catering and audio-visual needs, planning special event entertainment, and staying onsite for certain events to ensure successful execution.
• Assisting in project management and technical execution of private digital events under the supervision of the Manager or other Event Lead assigned to the program.
• Coordinating and distributing merchandise and running inventory reports across our multiple storage locations to ensure we are in stock with items such as tote bags, notebooks, and pens for assigned programs each year.
• Working with the Manager to support air and ground transportation across all APG activity to ensure all deadlines are met each year based on program schedule, including leading travel and communications for some Lab programs.
• Booking air and ground travel for participants attending program events and acting as customer support for travel-related questions.
• Attending meetings with required stakeholders to confirm Guest Operations-related elements of participants' attendance, ensuring air and ground travel, meals, housing, expenses, and charge-outs are accurate.
• Preparing participant check-in items, including credentials, agreements, information packets, lab books, and ensuring the assembly of materials and leading the process and execution of onsite check-in.
• Coordinating and processing participant stipends and honorariums, and creating and sending a directory of participants after the event.
• Maintaining participant information with accurate and up-to-date guest information in departmental databases for historical and analytical record-keeping.
• Routing email inquiries received by the general lab email account to the appropriate staff or providing responses.
• Tracking invoices and reconciling credit card statements, travel expenses, and petty cash, as well as coordinating purchases and tracking expenses within designated line items of a budget.
• Updating departmental procedural documents, manuals, handouts, and emails.
• Supporting lodging projects for the Guest Operations team as needed across the Sundance Film Festival and Labs.
• Supporting special projects for the Event Operations team as needed across the other areas of the Sundance Film Festival and the Institute's public programming.

You have the following direct or transferable skill sets:
• 2 years experience in event planning, operations, travel, hospitality, tourism, or a related field.
• Strong attention to detail and accuracy in recording, tracking, and issuing information.
• Ability to collaborate with others and work within a multi-department, team-based environment.
• Outstanding written, verbal, and interpersonal communication skills to work effectively with a wide variety of people.
• Ability to prioritize to meet multiple deadlines and handle multiple tasks simultaneously.
• Proficiency in Google Applications (particularly Sheets), Microsoft Excel, and Airtable preferred.
• Legal authorization to work in the United States.

You will be successful in this role if you...
• Attend to details while keeping sight of the big picture, successfully execute and balance various projects simultaneously.
• Build and sustain professional working relationships and successfully collaborate across departments and with external stakeholders to meet deadlines and goals.
• Proactively anticipate issues that may arise as it pertains to the operations and logistics of a program and can successfully problem solve.
• Navigate change comfortably while handling multiple competing priorities.
• Enjoy executing behind the scenes and demonstrate a passion for supporting independent storytelling.