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Summary
Reporting to the Director of Operations, the Operations Coordinator will assist the Operations department in daily administrative activities leading up to and during our 2025 SFFILM Festival. This position will work closely with the Director of Operations and the Office & Production Manager on the goals and execution of office and building management. During the Festival, this role will serve as a lead Office Assistant and will be a primary point person in the office.
This position is required to be based in the Bay Area leading up to and during the 2025 SFFILM Festival (April 17 – 27), as well as to be available during several pre-fest launch events, and will need to work in accordance with in-office requirements as determined by organization-wide and department policies. The start date for this position is March 3, 2025 and the end date is May 8, 2025. This position is salaried at the rate of $20 an hour and is eligible for a limited amount of overtime.
Application review begins February 10th, 2025.
Opportunities and Outcomes
- Assisting with day-to-day administrative operations, such as physical and electronic filing of mail, and maintaining and replenishing office supplies.
- Assisting with day-to-day financial tasks, including check filing and depositing, filling out purchase orders, sending out invoices, and completing credit card reconciliations.
- Assisting with onboarding seasonal staff, overseeing their onboarding tasks, setting up their workstations, and setting up their laptops in advance with the IT Manager.
- Supporting the creation and updating of onboarding and HR materials and resources.
- Assisting the Office & Production Manager with daily requests from staff and serving as a liaison for internal staff communications, including basic IT troubleshooting, meeting scheduling, basic facilities troubleshooting, and fulfilling supply requests.
- Managing communication with subletters around in-office events and SFFILM meeting room scheduling.
- Serving as a liaison for administrative and facilities communications, such as with IT, janitorial, repair technicians, and the Building Manager.
- Serving as an Office Assistant during the Festival and a primary point person for office responsibilities and communications.
- Supporting other Operations team members pre-festival with projects as needed, including administrative support.
- Supporting other Operations team members during the festival, with a focus on supporting the Production teams, including acting as a Production Assistant during festival events as needed.
- Creating a written wrap-report and summary of all necessary timeline info.
Qualifications
- Demonstrated administrative experience
- Experience as an Office Coordinator is a plus
- Be friendly, welcoming and comfortable interacting with people with vastly different backgrounds and roles
- Ability to multitask, exhibit consistent follow-through and work under time constraints
- Experience working in a non-profit professional environment or film festival is a plus
- Possess great energy and efficiency and a cooperative spirit
- Flexible, energetic, detail-oriented team player
- Good organizational skills
- Must be proactive, communicative, and able to work with minimal supervision and a limited budget
- Ability to handle multiple tasks simultaneously, to prioritize effectively, and to respond to last-minute requests
- Comfort with the heavy lifting and labor inherent in loading in and out festival sites
- Comfort in Google Drive, FileMaker, and Basecamp a plus
Supervision
This position reports to the Director of Operations
SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.
SFFILM, in accordance with federal and state law, is an equal-opportunity employer. SFFILM does not discriminate on the basis of race, color, national origin, religion, sexual orientation, gender identity, pregnancy/childbirth, medical condition, disability, age, ancestry, marital status, citizenship or veteran status. This nondiscrimination policy covers all candidates, staff members, interns, and volunteers.