Operations

We are no longer accepting applications for this role.

Summary

Under supervision of the Tech and Operations Manager, the Tech Coordinator will support the execution of tech and A/V requirements for the 2025 SFFILM Festival. This includes all Festival venue load-ins and load-outs, equipment installation and breakdown, as well as testing and operation, wherever tech and A/V support is needed.

This position is expected to provide on-site support for the 11-day, in-person SFFILM Festival (April 17 – 27) in venues across the San Francisco Bay Area, as well as be available for any pre-fest events. This position is required to be based in the Bay Area and will need to work in accordance with in-office requirements as determined by organization-wide and department policies. Some night and weekend availability required.

This position is paid hourly at the rate of $24 per hour and is eligible for overtime. Th Coordinator will initially be a part-time role, and then shift to full time closer to April 12, 2025. Full-time hours and overtime likely expected between April 12 – April 30, 2025.

Anticipated start date is March 31, 2025 and end date is May 2, 2025.

Application review begins Feb 26, 2025.

Opportunities and Outcomes

• Support technical needs for all 2025 SFFILM Festival events, as assigned by the Tech and Operations Manager
• Assist in the supervision of technical staff and projectionists across all Festival exhibition venues
• Participate in the execution of load-ins and load-outs for all exhibition venues, as well as event, office, and lounge spaces as needed
• Lead on-site testing of tech and projection equipment, including acting as host for filmmaker tech checks
• Support the execution of enhanced onstage events, as needed
• Active operation of tech and A/V equipment during various events, as needed
• Support delivery and exhibition of non-film media – including Keynotes and Powerpoints – at all Festival venues
• Assist integration of video capture set-ups and team needs into existing venue configurations
• Advise others on proper operation and maintenance of tech equipment, such as lighting, microphones, accessibility devices, and A/V for the duration of the SFFILM Festival
• Support the set-up and execution of virtual Q&As and conversations for exhibition in a theatrical setting, as needed
• Support the triage necessary to transition live events to a virtual format, whenever required
• Support other Operations team members and projects as needed
• Participate in festival wrap conversations and create written wrap materials as needed

Experience and Skills

• Experience setting-up and operating basic audio-visual packages including microphones and PA systems, simple live music amplification, presentation and theatrical lighting, and media playback devices
• Experience managing specialized technical personnel and supporting timely equipment install and removal
• Experience and comfort supporting and trouble-shooting live events and familiarity with the pressures and challenges of onstage production with high-touch constituents
• Familiarity with projection technologies and challenges, especially DCP
• Familiarity with functionality and operation of accessibility devices a plus
• Ability to communicate clearly and consistently with people of all levels of technical sophistication and experience
• Strong time management and personnel management skills
• Comfort working with media presentation and editing tools, including Keynote, Powerpoint, Adobe Creative Suite, and Davinci Resolve a plus
• Familiarity with virtual presentation tools and technology, as well as video conferencing platforms and basic production is a plus
• Able and comfortable performing heavy lifting (up to 50 lbs)
• Must be proactive, communicative, and able to work with minimal supervision
• Ability to learn and apply new technical concepts in a short period of time
• Ability to handle multiple tasks simultaneously, to prioritize effectively, and to respond to last-minute requests
• Comfort in Google Drive, FileMaker, and Basecamp a plus

Supervision

This position reports to the Tech & Operations Manager

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.

We are no longer accepting applications for this position.

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.

Due to a high volume of applicants, we are currently not reviewing new candidates for this position (1/30/25).

Summary

SFFILM’s Theater Operations Manager is responsible for the management of on-site staff and customer service for the SFFILM Festival’s in-person exhibition spaces. The Theater Operations Manager prepares logistical operation plans for each of these festival venues, which includes mapping and organizing equipment needs, determining staffing needs for each venue and a variety of event presentation styles, and building a thorough collection of resources to be the foundation of standard practice at each venue. They will manage the hiring and training of all Venue, House, and Line Management staff, transitioning into a supervisory role during the festival where they will manage these staff, and coordinate with Venue contacts on-site to ensure smooth operational flow. This role will also support the Tech Manager with the stage management of certain enhanced onstage programs.

This role sets the tone for the in-person patron experience, and is responsible for maintaining consistency and high standards in all customer interactions. This includes enforcing health and safety protocols, and ensuring Theater Operations procedures align with SFFILM’s commitment to accessibility in all forms, going beyond ADA compliance. This position will synthesize information and constituent needs across all festival departments to ensure that Venue Managers are empowered with the information necessary to execute a smooth and safe experience.

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 for several pre-fest launch events, and will need to work in accordance with in-office requirements as determined by organization-wide and department policies. Some night and weekend availability is required. The start date for this position is February 24, 2025 and the end date is May 9, 2025. This position is salaried at the rate of $1320 per week and is not eligible for overtime.

Principal Duties

• Work with the Director of Operations on the hiring of all Venue Managers.
• Schedule, train, and manage all Venue Managers, House Managers, and Line Managers, across the Festival, ensuring adequate coverage and breaks.
• Manage Theater Operations budget lines, including staffing and equipment costs.
• Support Volunteer Manager in creating the schedule for all Theater Operations volunteers and ensure strong coverage across venues, taking anticipated high impact and heavily trafficked events and shows into account.
• Update and maintain all theater operations guides & documents for 2024.
• Work closely with the Director of Operations and others on accessibility at all venues, including working with the Tech and Media Manager on the installation and implementation of accessibility devices, and training venue staff on these devices.
• Manage resources on Basecamp (SFFILM’s internal project management system) including updating and uploading documents daily during the festival.
• Organize all TOPS equipment, managing supply orders and working with the Production team to share resources as necessary.
• Work with the Production Manager on the movement of venue signage and furniture across each venue, along with all equipment needed for load in and load out.
• Create and distribute showflows for all enhanced onstage programs, working with all departments to ensure smooth show and talent flow for all big nights.
• Work with the Director of Education and the Education team on understanding Schools at the Festival programming and supporting those screening needs.
• Work with the Box Office to develop customer service best practices for all aspects of ticket sales, seating, rush, and refund scenarios, incorporating this into comprehensive training.
• Work with the Tech and Media Manager on access times, load in and load out, tech checks.
• Work with the Guest Office team and the Production team to set-up green rooms.
• Work with all departments as needed on reserve seating.
• Support Venue Managers onsite with all front of house duties, frequently visiting all venues during the festival.
• Manage the ordering and deployment of Theater Operations specific supplies and equipment.
• Monitor and submit final payable hours for all Venue Managers.
• Complete a post-festival inventory and organization of all theater operations supplies & equipment.
• Support and provide educational opportunities for the Operations intern, including working with them on equipment management and giving them the opportunity to understand front of house roles during the festival
• Create a written wrap-report and summary of all necessary timeline and budget info.

Experience/Skills Required

• Must have experience with film festival theater operations
• Superior customer service, communication, and delegation skills
• Experience hiring, managing and training staff; experience building large teams is a plus
• Experience working within predetermined budgetary goals
• Experience in scheduling amd managing staff across multiple venues
• Ability to juggle multiple tasks and deadlines across several Festival spaces while maintaining high quality of work
• Experience creating accessible events for a variety of accommodations is a plus
• Excellent decision-making and creative problem-solving skills
• Comfortable with the heavy lifting and labor inherent in loading in and out of festival sites
• Comfort with Google Drive and Filemaker a plus
• Comfort in Photoshop, PowerPoint/Keynote a plus

Supervision

This position reports to the Director of Operations.

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.

Due to a high volume of applicants, we are currently not reviewing new candidates for this position (1/30/25).

Summary

The SFFILM Operations Department is looking for a high-energy, dependable, organized team player to integrate into day-to-day activities leading up to and during our 2025 SFFILM Festival. This intern will work closely with the Operations Team on all aspects of festival and event production, assisting with preparation of our venues and events. The intern will leave the internship with a comprehensive overview of various elements of film festival event operations. This is an ideal opportunity for someone who would like to gain experience in event production, and who enjoys splitting time between in-office projects and on-site event execution. For the right candidate, internship projects could be structured for greater concentration in one of the below responsibility areas. This position reports to the Director of Operations.

Interns should be available for approximately 8-10 hours/week (1-2 days in-office) leading up to the San Francisco International Film Festival, and will be expected to have at least 5 days of open availability where one could work a 6-8 hour shift during the SFFILM Festival dates (April 17 – 27). There are some potential evening and weekend events leading up to the Festival, and significant evening and weekend hours during the Festival.

Application review begins January 8, 2025.

Opportunities and Outcomes

Operations interns have the opportunity to learn about and develop real-world experience in all aspects of Operations team work. Interns will have the opportunity for growth and mentorship in the below areas, and will leave the internship with work samples and on-the-ground event experience and training.

Examples of projects include:

• Production – learn valuable Production Assistant skills such as organizing inventory and setting up a basic press line, working closely with the rest of the production team
• Volunteer Management – develop materials and outreach strategies to recruit and deploy new volunteers, including contributing to volunteer schedules, training materials and onsite management at events
• Theater Operations – learn about and support all aspects of exhibition event production, including pre-event logistic prep and onsite execution during festival; learn from venue managers during the festival and support the front of house operations onsite
• Hospitality Lounge and Special Events – with support and guidance from your supervisor, research food and beverage partners and donations and work to carry partners through from initial outreach to fulfillment; support venue design and set up, and support onsite execution
• Customer Service and Administration – with the support of your supervisor, create resources for customer service management, including support of badge printing, and customer response both in person and online

Qualifications

• Flexible, energetic, detail-oriented team player
• Good organizational skills
• Ability to lift up to 50 lbs, and interest in the manual/physical labor inherent in setting up and breaking down venues and events
• Ability to multitask, exhibit consistent follow-through and work under time constraints.
• Comfortable interacting with many different types of people (customers, patrons, filmmakers, sponsors, and event staff)
• Knowledge of and experience with Google Suite and Microsoft Office
• Some familiarity with basic AV set-ups is a plus
• Driver’s license and clean driving record is a plus
• Minimum commitment of 8 hours per week (generally two days a week)
• Expected commitment of approximately 30 hours during the 10-day festival
• Some evening/weekend availability required

Benefits

• SFFILM is an internationally recognized nonprofit 501(c)3 organization
• Holistic introduction to the many facets of event production, and on-the-ground experience applicable to the film festival or general event industry
• Excellent opportunity to learn about the inner workings of a world class film organization and create personal connections
• Complimentary 1-year SFFILM membership
• Interns are able, and encouraged, to attend SFFILM preview screenings and events
• Class credit (if applicable).
• Resume and network builder
• Unpaid, but great film perks!

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.