Vermont Arts Council

Puppets in the Green Mountains Operations & Festival Administrator

Title Operations & Festival Administrator
Duration 20 weeks
Compensation $10,000 (approx. $25/hour equivalent with an estimate average of 20 hours/week with more intensive hours as we get into the festival)
Terms Person will be engaged as an independent contractor
Location Offices are located at Sandglass Theater, 17 Kimball Hill in Putney, VT, with option to work some hours from home, with other onsite meetings; weekend and evening work will be required in the run up to and during the festival
Reports to: Managing Director
Works with: Artistic Director, Managing Director, Co-Producer, Freelance Marketing & Engagement staff, volunteers

Background

Sandglass Theater’s Puppets in the Green Mountains (PGM) international festival began in 1997 and is now in its 12th edition, making it one of the longest continually running international festivals in the country. The festival is an established part of Southern Vermont’s cultural identity, and is staged over 10 days in early September with hosting partners across Brattleboro and Putney region. The festival celebrates the thriving art of Puppet Theater as a means of enhancing perspectives, generating compassion and celebrating the human spirit. Puppets in the Green Mountains offers something for everyone with family shows, shows for adults, workshops and forum discussions, all in and around the Brattleboro area of Southern Vermont.

Over the last 28 years, the PGM festival has grown substantially. What began as a homegrown event to present unique and inspiring Puppet Theater from around the world, now welcomes thousands of participants. This year’s festival will include artists from Germany, Spain, Canada, Israel, Puerto Rico, and across the USA, and a world premiere of a new Sandglass production. PGM embraces its role as a meeting ground for international exchange, an educational platform, a space for connection and dialogue, and a celebration of Puppet Theater.

Purpose of the role

Sandglass Theater operates with a small core team; the role of Operations & Festival Administrator will work with all roles across the entire operation. You help day to day operations run smoothly and

support the team in the run up to the festival. You are part of the team working to make festival events happen, keeping up with communications with audiences and partners, tracking and collating data and ticket sales, supporting artist travel logistics and outreach to media partners.

Working Arrangements

The contract is offered on the above basis; we are however open to alternative comparable working arrangements for the right candidate. Schedule to be agreed upon. The role involves some work in the evenings and at weekends, especially during and in the run up to the festival.

Main duties

Operational Support
• Collate information for data collection and funder information
• Schedule team, board subcommittee and other regular and ad-hoc project meetings, take minutes if required and circulate papers
• Maintain team calendars, shared databases and online filing systems
• Contribute to project and event evaluations
• Monitor the general festival email
• Work on specific festival projects
• Assist with public and private fundraising campaigns

Finance
• Assist the Managing Director in the day-to-day running of finances, including preparing and processing invoices, processing deposits, managing the ticketing system (arts people/neon pay) and gathering information for the bookkeeper.

Festival event advancing and support
• Create and maintain some festival program master information documents
• Prepare and process merchandise sales
• Be first point of contact for calls and public email queries
• Support festival artist logistics and communications
• Support the efficient running of the Box Office throughout the festival
• Double check artist credits and funder acknowledgements for media assets prior to release • Gather and collate audience information for grant reporting
• Coordinate the volunteer recruitment process and schedule volunteers for festival shifts
• Provide general event production and program support where necessary

Person Specification

The Operations & Festival Administrator role covers a variety of tasks and responsibilities, and we are especially keen to attract candidates looking to remain with us and develop over time. You will be expected to act as an advocate of Sandglass Theater in public and towards audiences, funders and

media, ensuring good PR and external relationships wherever they occur, and to ensure that materials produced are accurate and of a high standard before release.
Key skills
• Excellent organizational skills and attention to detail

• Ability to develop and implement administrative systems
• Confidence to put forward new ideas and contribute to the evolution of the festival • Ability to prioritize workload, work under pressure and to tight deadlines
• Ability to work within a small team in an autonomous and cooperative manner
• Ability to deal with a wide range of people in a confident and friendly manner
• Good sense of humor, tact, confidentiality, diplomacy and personal integrity
• Good IT skills (including Microsoft Office and Google Apps)

Please visit sandglasstheater.org to learn more about our organization.
Interested candidates may send a cover letter, resume and 2 references to [email protected] Sandglass Theater is an equal opportunity employer.