Liberal Arts Career Services
Liberal Arts Career Services

Austin Film Festival, Office Manager, Application Deadline, BTT Gateway Job ID 10342

Thu, April 30, 2015

Explore this position and learn how to apply via your BTT Gateway account,  BTT Gateway Job ID 10342 

POSITION: Office Manager
DEPARTMENT: Administration/Office
REPORTS TO: Executive Director
COMPENSATION: $32,000/yearly salary + health & dental insurance + 401 (k) benefits

The 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. 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 organization skills are a must.

The Office Manager serves as a liaison between all departments at Austin Film Festival, while maintaining the mission of the Festival and the office itself. It is the Office Manager’s responsibility to oversee the all major projects including: printing & mailing collateral, the annual AFF Program Book and Pocket Guide, and to make sure deadlines are being met. The position is also the first and main point of contact, internally and externally, for the organization.

DUTIES AND RESPONSIBILITIES: The responsibilities of the Office Manager include but are not limited to:
-Maintain the overall success and operation of the office and AFF as a whole
-Open and close the office. The office is open 9am-6pm, Monday-Friday
-Maintain a stock of office supplies, mail supplies, copy paper, kitchen supplies
-Post all pertinent event information (including Registration forms) around the office and teach all volunteers/interns about how to access information and answer general questions
-Be the point person for office equipment problems (copier, phones, phone lines, fax machines, computers, printers, internet)
-Problem management (i.e. assessing and dealing with any major office problems)
-Check voicemail, answer phones, and distribute messages
-Manage the ordering and pick up process for Food Trade including: staff lunches (M, W, F), screener meetings, etc.
-Recruit and train interns, apprentices and volunteers
-Take registrations over the phone and train volunteers/interns to do so with an informed and knowledgeable approach
-Maintain all Registrations and ensure that ALL purchases are entered into the FileMaker Database (keep physical receipts of all registrations in Chronological and Alphabetical binders, turn over to Registration Director to continue entry in the database)
-Maintain all Hotel reservations (keep accurate Hotel records and database, deal with cancellations, maintain regular communications with hotels, audit reservations, etc.)
-Oversee and work with Executive Director on all contracts with hotels
-Get all print bids and provide information to department heads for approval
-Handle all mail outs (including postage, scheduling volunteers, acquiring envelopes and general supplies)
-Act as task-master to vendors, post office for bulk mailings, web designer, graphic designer, printer, etc.
-Responsible for recruitment, hiring and training of all contract positions—(Registration Director, Production Manager, Theater Operations Coordinator, Travel Coordinator, -----Volunteer Coordinator, Transportation Coordinator, Site Coordinator, Hospitality Coordinator)
-Basic Human Resources functions including assisting of the hiring & training, administering employee files & paperwork.
-Handling staff insurance, and working with the Executive Assistant to ensure all full-time staff members are enrolled in our 401(k) program
-Basic daily bookkeeping responsibilities including: the oversee of petty cash spending, bank statements, deposit checks, manage all incoming purchases, provide daily sales report, process credit card transactions, maintain organized records, etc.
-Maintaining timeline for all the elements for the Program Book & Pocket Guide (Ads, schedules, bios, etc.)
-Organize and order AFF merchandise, as well as work with our Accountant to accurately price everything
-Staff the AFF Office and Tech Center during the Festival with trusted interns, apprentices, and volunteers
-Responsible for securing movers to and from Tech Center
-Responsible for the overall post-festival clean-up in the office
-Schedule wrap-up meetings with all of the hotel representatives
-Calculate all hotel commission bills and invoices immediately after the Festival

-Bachelor’s Degree from an Accredited University preferred
-At least 2 years of job experience in customer service and/or administrative field
-Excellent phone skills
-Microsoft Office proficiency is required
-Excellent problem solving skills and patience
-Experience working with, communicating with and managing a team
-Excellent interpersonal skills
-Strong analytical sense and resourcefulness
-Strong crisis-management skills
-Extensive customer service experience
-Ability to prioritize and delegate in high stress situations
-Able to multi-task and switch tasks quickly
-Great note taking and comprehension skills
-Must have a drive to completion
-Must be detail-oriented
-Basic knowledge of Basecamp or any other Project Management systems

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    University of Texas at Austin
    FAC 18
    2304 Whitis Ave. Stop G6200
    Austin, Texas 78712-1508