Filled! Port Townsend Film Festival: Administrative and Volunteer Manager

Location: Port Townsend, WA. Flexible schedule, hybrid in-office and at home–approximately 2-3 days in-office/week.

Status: Full-time salaried, non-exempt. Approximately 40 hours per week, M-F.

Compensation & Benefits: $50,000-$55,000, DOE; health insurance; paid vacation and sick leave

Proposed Start Date: March 2023

Instructions: Please send a brief cover letter and resume to kc@kinshiphr.com no later than February 15; position is open until filled. No phone calls, please.

Organization Overview
The mission of the Port Townsend Film Festival (PTFF) is to spark community through film. Now in its 24th year, the nonprofit hosts year-round events to educate, entertain, and enliven our community. PTFF is well-positioned for success in 2023 and beyond as we run two in-person and virtual hybrid festivals, partner with schools and community groups, and support filmmakers worldwide. We seek an Administrative and Volunteer Manager to be a capable core member of our small, productive team.

Job Responsibilities
The Administrative & Volunteer Manager (AVM) is responsible for two spheres.

As the Administrative Manager, this individual is responsible for year-round bookkeeping, organization, oversight and/or direct performance of office operations, administration, and all box office related tasks. They manage these key activities with an eye toward improving efficiency through the filing of all legal permits and taxes, streamlining processes, and fully utilizing available technology. 

As Volunteer Manager, this individual is the ongoing outreach and orientation arm of the organization.  They maintain current information on volunteer needs in newsletters, websites, social media, and community-wide information sites. The AVM attends volunteer recruitment events and provides basic orientation to volunteers throughout the year. In Festival seasons, they coordinate staff and seasonal coordinators to track, assign, and provide consistent, clear communication with a large number of volunteers.

The position requires someone who is highly organized, able to independently manage multiple simultaneous projects, able to use a wide variety of digital programs and databases, and is comfortable working in virtual and live environments. Equally, this role requires a clear communicator who enjoys interacting with a wide variety of people.  

Office Organization and Reporting (25%)

• Produce and maintain office documentation with use of Microsoft Office and Google Workspace software

• Lead long-term transition to an all-digital office (limited physical filing)

• Perform database management using Bloomerang, Eventive, and Mailchimp software

• Maintain compliance with governmental and tax reporting, permitting, and insurance for both the organization as a whole and all events

Volunteer Management (25%)

• Manage year-round recruitment and orientation of volunteers

• Set-up and maintain volunteer database, shift assignments, and time-tracking

• Supervise Festival Volunteer Recruiter (to be hired)

• Recruit and train a Volunteer Recruiter to assist in the lead up to each festival 

• Work with Volunteer Recruiter to fill every needed volunteer position

Bookkeeping (20%)

• Manage day-to-day bookkeeping with Quickbooks Online, including:

• Invoicing, payments, and budget tracking for approximately $500K annual budget

• Payroll and reporting for staff of 5, plus seasonal employees

• Ticket sales, donations, and sponsorship payments for 2 festivals each year involving 1,000-3,000 attendees and year-round single film screenings

Technology Coordination (10%)

• Oversee functionality of office tech: Apple computers; networked printer; 6-station phone system; big screen smart TV; 7.1 Dolby surround sound system; and extensive DCP conversion system for generating exhibition copies of films

• Plan and execute upgrading of technology, as needed

Festival Box Office/ Hospitality Organization Supervision (10%)

• Use Eventive to set up online box office and report results for two annual festivals and year-round single film screenings

• Organize and prepare all needed equipment for box office operations on-site at festivals

• Use Ocean Bluff software to access film screening data and prepare physical and digital information packets for venue managers during festivals

Staff Meetings (5%)

• Organize staff meeting schedule, agenda, meeting minutes

• Keep annual timeline current for review at meeting with input from staff 

Board of Directors Documentation (5%)

• Take minutes at monthly board meetings, maintain shared drive files

• Organize board meeting schedule, reminders, etc.

• Maintain current list of members, their role on the board, current contact information

• Create Board of Directors Binder for new members

Other Duties

• Other duties as assigned by the Executive Director and in support of the Company.

Duties may change as business needs dictate. The above list is not intended to be an exhaustive list of all duties, skills and responsibilities.

Skills and Qualifications

• Astute organizational and planning skills

• Demonstrated ability to work independently, take initiative, and manage multiple projects and deadlines simultaneously

• Computer and digital skills, particularly experience working with Bloomerang or CRM software

• Generally confident with technology and learning new software and applications. Able to navigate in the current digital age. 

• At least 1 year experience in an administrative, volunteer management, or community coordination role

• Outstanding interpersonal, teamwork, and diplomacy skills

• A passion for film and community engagement

• Familiarity with the Port Townsend/Puget Sound community is a plus

• Masking while in large group settings is required for the protection of patrons and colleagues. 

• Essential functions include the ability to frequently sit or stand for several hours; to move, traverse, and walk inside and outside of the office (ex: traverse outdoor downtown festival area)

Each career path is unique, and skill sets come in many different forms. Even if you don’t meet all of the preferred qualifications, we encourage you to apply!

Schedule and Benefits
This position is full-time, salary, non-exempt, approximately 40 hours per week, Monday through Friday. Occasional morning, evening, and weekend availability will be required, especially during Festival events.

Benefits include:

• Health insurance - Employer pays set amount of employee premium, employee has choice of two plans

• Sick Leave

• Vacation Leave

• Paid holidays - 14 days

• Mileage Reimbursement

• Provided equipment including desktop or laptop computer

• Professional development opportunities

• Positive work environment with a primarily self-managed schedule

• Opportunity to work from home 2-3 days per week once trained

Port Townsend Film Festival Employment Opportunity Policy 

PTFF provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.