Coordinator, Documentary Fund

Sundance Institute

AZ, CA, CO, CT, FL, GA, IL, IN, LA, MA, MI, MT, NE, NJ, NY, OH, OR, PA, TX, UT, VA, WA, and District of Columbia. Remote only

Full time

US$20.32-24.59 (hourly)

Customer Service

Remote

Dec 9

POSITION OVERVIEW

The Coordinator, Documentary Fund is charged with coordinating administrative work for the Documentary Fund, including the special opportunity funds’ submission, tracking, and database processes and the Fund’s curatorial and artist outreach work. Additionally, the Fund Coordinator supports the production of live and online hosted events, as needed.

Working closely under the direction of Manager, Documentary Film Fund, the Coordinator supports the work of nonfiction filmmakers from around the globe.

Sundance Institute currently has offices in Los Angeles, Park City, and New York City. This position is based out of one of our offices in order to work onsite in a hybrid capacity throughout the year, with a preference for candidates based in the Los Angeles, CA area. Extended hours, including mornings, evenings, and weekends will be at key points throughout the year. Travel to other Institute offices and events may be required on occasion.

Top priorities include but are not limited to…

  • Facilitating administrative duties, including maintaining and executing schedules and timelines; prepping, compiling information, and note-taking for internal and grantee meetings; processing honorariums, stipends, payment and reimbursement requests; and liaising with the Finance and HR team regarding contract work. 
  • Working with the project management team to build and maintain applications for specialty funds and short submission calls.
  • Facilitating the application intake and review processes, including tracking press release deliverables and setting up orientations for specialty funds.
  • Supporting the Documentary Fund team with artist cultivation, project review, and identifying projects for specialty fund consideration. 
  • Working with the Manager, Documentary Fund to build dockets and presentations to foundation partners and create presentation materials, bio sheets and FAQ sheets as directed for docket calls.  
  • Drafting notification letters and contracts, creating payment requests and ensuring deliverable requirements for specialty fund and short-film grants are met and facilitating the crediting process with fund partners. 
  • Collecting and maintaining content and updates for the Documentary Fund sections of the Institute’s website including ensuring alignment across sections. 
  • Ensuring Institute and department databases (Netsuite, Airtable, SurveyMonkey Apply) are updated with accurate grantee information and collaborating with the Documentary Film Program Artist Support team to update and maintain information in shared databases, setting and refining data processes in both.
  • Supporting the Director and Manager to set marketing and communication plans, including assisting in drafting and sending communications to grantees, e-blasts, letters of recommendation, blog posts, etc. 
  • Acting as the main point of contact for the Documentary Film Program (DFP) grantees regarding closing grant payments, deliverables and reporting processes. 
  • Coordinating the supported artist tracking system in Airtable, collaborating with the Coordinator, Labs and Artist Support to maintain existing systems.
  • Researching film organizations and conducting outreach to raise awareness of the funds and calls for applications.
  • Responding to and directing departmental general emails. 

You have the following direct or transferable skill sets:

  • Legal authorization to work in the United States.
  • 2 years of administrative experience working in an arts and/or film non-profit or related. 
  • Strong communication skills, both written and verbal.
  • Strong organizational skills and attention to detail.
  • Experience with data entry and running reports within a database. 
  • Interest in documentary film, arts administration, or a nonprofit career. 
  • Working knowledge of Airtable, NetSuite, SurveyMonkey Apply, Microsoft Office and Google products are a plus.
  • Experience reviewing and evaluating documentary works in progress is preferred.

You will be successful in this role if you…

  • Utilize strong communication skills to support effective collaboration amongst our team. 
  • Utilize strong organizational and administrative skills to drive processes forward, streamline when necessary and help achieve goals.
  • Have a passion for non-fiction storytelling and are interested in discovering, elevating, and nurturing new voices.
  • Help create community at the Institute and among artists.

In addition to an hourly pay of $20.32-$24.59*, this position comes with awesome benefits & perks, including: 

  • 25 paid holidays
  • Health, vision, and dental insurance 
  • Paid sick, family, and medical leave
  • 401(k) with automatic 3% employer contribution after one year of employment
  • Sundance Film Festival passes and benefits (varies each year)

*Location and experience will be taken into consideration when making the final offer.

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