Volunteer Manager
START DATE: July – Thanksgiving
COMPENSATION: $6000 total contract position
WORK HOURS: Part-time (20-30 hours), Monday thru Friday, will require additional hours on weekends and in the weeks leading up to and during the Conference
ABOUT US: Austin Film Festival furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film to tell a story.
JOB DESCRIPTION: Our Volunteer Manager will be responsible for recruiting, managing, motivating and scheduling a large group of volunteers to support the staff and organization leading up to and during the Festival.
RESPONSIBILITIES:
- Reporting: providing weekly reports to the staff and Managing and Executive Directors as well as a clear wrap up report and updating of the bible
- Recruiting volunteers: Organizing and managing a ‘Call for Volunteers’ Campaign, collaborating with other organizations to recruit volunteers, brainstorming and executing marketing initiatives to recruit new volunteers.
- Assessing volunteer needs based on specific department needs
- Maintaining the volunteer database
- Managing volunteers: ensuring volunteers show up for their shifts, working with them to create the best possible volunteer experience, tracking hours and handling volunteer appreciation events
- Training: organizing volunteer orientations, working with departments to make sure all volunteer training needs are rightly understood.
- Communication: communicating clearly, professionally and consistently with large volunteer base as well as communicating constantly with staff
- Problem-solving: managing openings that arise due to volunteer issues and solving problems by quickly relocating or recruiting new volunteers
- Collaborating with other
- Data Entry: entering new payments daily, entering sales and receipts into QuickBooks in a timely manner
- Managing payroll for staff and vendors including managing 401k, handling tax documents for contractors, staff, award winners and any other relevant documentation
- Filing: tracking and filing all check stubs, receipts and relevant documents in a clear and ordered fashion for the audit process
- Festival Event Accounting: overseeing processes, systems, and execution of all festival event accounting (ticket/badge sales, merchandise sales, managing theatre sales). Providing clear and up to date daily reports and tracking expenses during the festival.
- Attend weekly staff meetings
- Provide exemplary customer service
QUALIFICATIONS:
- Bachelor’s Degree in relevant field
- Excellent problem-solving skills & patience
- Experience managing and effectively communicating to large groups of people
- Excellent oral and written communication skills, as well as interpersonal skills
- Strong analytical and problem-solving skills
- Extensive customer service experience
- Ability to prioritize and delegate in high-stress situations
- High common sense and good discretion; trustworthy and responsible communicator
- Outstanding organizational skills and attention to detail
- Experience managing large groups of volunteers
APPLICATION MATERIALS:
- Current resume with at least three references
- Cover letter
HOW TO APPLY:
Send all application materials to resume@austinfilmfestival.com including the position title in the subject line. Please let us know of any previous AFF experience in your cover letter.
Registration Director
HIRE DATES: June 1st-December 15th
COMPENSATION:$9,000 total contract position
Virtual and In-Person Festival Registration Director
WORK HOURS: June- December, Monday thru Friday, will require additional hours on weekends and in the weeks leading up to and during the Festival and Conference.
ABOUT US: Austin Film Festival furthers the art and craft of filmmaking by inspiring and championing the work of screenwriters, filmmakers, and all artists who use the language of film and television to tell a story. AFF is dedicated to providing unique cultural events and services, enhancing public awareness and participation, and encouraging long-lasting community partnerships.
OVERALL JOB DESCRIPTION: The Registration Director maintains and manages all registration information, including AFF FileMaker Pro database, (which includes all Festival orders) and physical check-in materials leading up to and during the Festival. While working for this critically recognized organization, applicants are expected to be able to work efficiently and professionally in a fast-paced, team-oriented production environment. In such an environment, the ability to work well under pressure, excellent communication skills, and intense organizational skills are a must. The Registration Director will report to the Managing Director.
RESPONSIBILITIES: The responsibilities of the Registration Director include but are not limited to:
- Manipulate and maintain the Registration database (FileMaker Pro)
- Register each attendee in the AFF database (Early Registration and Walk-Up Registration included)
- Input extracurricular orders (Merchandise, Summer Camp, etc.)
- Maintain and troubleshoot daily accounting, as well as process credit cards charges/checks daily
- Organize, project manage, and design (where applicable) registrant materials including: Badges and Passes, registration packets, party invites, registrant forms, etc.
- Manage a team of registration interns and volunteers prior to and during the festival
- Perform quality control audits to ensure accuracy, completeness, and proper usage of data
- Prepare and manage on-site Registration at the Driskill Hotel and Tech Center
- Review database design and integration of systems
- Work with Microsoft Office (Outlook, Word, and Excel), FileMaker Pro, and QuickBooks to produce reports and complete audits
- Create weekly status reports and attend weekly staff meetings
- Adhere to and complete a predetermined timeline
- Provide exemplary customer service via phone, email and in-person
- Complete post-festival wrap-up
QUALIFICATIONS:
- *REQUIRED: MUST have intermediate knowledge of database programs and general knowledge of software environments (particularly FileMaker, Access, Excel, Word)
- Bachelor’s Degree preferred
- Strong understanding of and experience with database management and manipulation
- Basic understanding of accounting processes, knowledge of QuickBooks preferred
- Basic knowledge of Photoshop preferred
- Ability to develop and lead a team
- A self-motivated, self-starter adept at juggling multiple projects and problem-solving
- Strong written and verbal communication skills
- Attention to detail and good follow-through
- Extensive customer service experience
- Strong analytical and problem-solving skills
- Ability to prioritize and delegate in high-stress, high volume situations; works well under pressure
- Microsoft Office skills required
APPLICATION MATERIALS:
- Current resume with at least three references
- Cover letter
HOW TO APPLY:
Complete application