Operations Coordinator

REPORTS TO: Operations Director

STATUS: Full Time

ABOUT POINTS NORTH INSTITUTE

Points North Institute is a launchpad for emerging nonfiction storytellers. From our home in Midcoast Maine, we convene a global community of artists, audiences, and industry leaders, championing the idea that cinematic nonfiction is a powerful form of creative expression and a catalyst for community building and cultural change. 

Our programs include artist development and public exhibition, anchored by the annual Camden International Film Festival (CIFF), a leading international showcase for documentary film and media art. We are committed to building a more artistic, equitable, and sustainable ecosystem for documentary storytellers, supporting over 60 emerging and mid-career filmmakers annually through fellowships, grants, creative retreats, and industry access opportunities.

THE OPPORTUNITY

We are seeking an experienced administrator with strong organizational and communication skills who enjoys working in a creative, fast-paced environment. The Operations Coordinator will play a crucial role in ensuring the smooth and efficient day-to-day operations of Points North Institute and the successful production of its programs and events. 

RESPONSIBILITIES

General Operations:

• Administrative and project management support for Operations Director
• Maintain smooth office operations, including vendor and service provider relationships.
• Assist Operations Director and Finance Manager with income processing, invoicing, and monthly credit card reports.
• Support onboarding and offboarding of seasonal staff.
• Oversee office maintenance and manage office supplies.
• Monitor company email and voicemail during business hours, and retrieve physical mail from the post office.
• Assist with meetings scheduling, agenda setup and note-taking.
• Support data entry, segmentation and other maintenance across Points North’s databases
• Support core staff in aggregating and analyzing data; drafting and editing reports

Festival & Artist Programs Retreat Production:

• Oversee the Box Office team, from training to day-of operations.
• Support film and event setup on Eventive ticketing platform and the Points North website.
• Update and maintain festival pass lists; support the festival credentialing process.
• Order and assemble passes for all passholders, volunteers, and staff.
• Work with Operations Director and CIFF Associate Producer to develop customer service best practices for ticket sales, rush lines, and refunds.
• Communicate pass pick-up instructions and handle pass-related inquiries from purchase (or receipt as donor or business sponsor) to delivery
• Provide primary customer support for pass, registration, and virtual festival issues.
• Manage VIP event registration and RSVP tracking.
• Collaborate with Operations and Marketing to develop and send customer emails via Airtable, Eventive, and SendGrid.
• Set up and manage pass pick-up and passholder information centers at the CIFF Hub
• Assist with designing box office reporting systems and venue policies.
• Support weekly production meetings, including agenda setup and note-taking.
• Assist with Virtual Festival setup and customer support.
• Provide support for Virtual Festival customers
• Assist with the creation of welcome guides, including restaurant and local area updates.
• Update accessibility guides and venue information.
• Support the Operations Director with additional production tasks as needed.

Year Round Event Production:

• Assist Operations Director in production planning and execution of Cabin Fever, CIFF Summer Party, and other year round community programs
• Serve as Box Office Coordinator for all Points North events 

Development Support:

• Support the Development Team by ensuring that donations & donors are properly tracked and acknowledged in the CRM and prepping acknowledgement letters
• Support the Development and Production Teams with tracking of sponsor assets and activations in the CRM
• Assist the Director of Development and Operations Director with the production of development events, including tracking invite lists and invitation coordination

QUALIFICATIONS

• Highly organized, possessing the ability to multi-task with close attention to detail in a fast-paced environment
• Motivated, proactive self-starter
• Resourceful with ability to redirect attention quickly and solve problems creatively under pressure
• Personable and patient with a positive attitude, outstanding listening as well as written, verbal and interpersonal communication skills.
• Proficient in (or have the ability to quickly learn) a variety of desktop and web-based software tools, including: Google Suite, Airtable, Asana, and Dropbox.

REPORTING 

The Operations Coordinator reports to the Operations Director and directly supervises and supports the Box Office team.

COMPENSATION & BENEFITS 

• We believe in a culture of care that includes health insurance for employees, parental leave, flextime, paid and sick time off. 
• Salary range: $40,000 - $45,000 (commensurate with experience) 
• Benefits: Comprehensive benefits package (medical insurance, 403(b) retirement plan, annual HSA contribution), paid holidays, technology stipend, and CIFF passes to share.
• This position is full time (40 hours per week).  Some evening and weekend hours may be required during events and will be required leading up to the week of CIFF. 
• This position will be based out of our office in Rockport, Maine.

HOW TO APPLY 

Resumes will be reviewed as they are received. Interviews will initially be conducted via Zoom video conference with a final in-person meeting. No phone calls please.

Research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications. We recognize that someone is unlikely to meet 100% of the qualifications for a role. If much of this job posting describes you, then please apply. 

EQUAL OPPORTUNITY EMPLOYER

Points North is an equal opportunity employer and committed to fostering a diverse, inclusive and equitable arts community. We strongly encourage and seek applications from women, people of color, and bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. We will not discriminate against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression. 

Salary : $40,000 - $45,000