Lab Operations Coordinator

This is a Full Time Job

Coordinator Lab Operations - Careers At Sundance Institute

POSITION OVERVIEW

The Coordinator, Lab Operations is charged with coordinating operational and logistical needs for participants and guests attending Sundance Institute's artist labs during the 2025 summer season.

Working closely under the direction of Director, Program & Guest Operations, the Coordinator, Lab Operations supports Sundance Institute's commitment to championing the creation of unique work by individual storytellers.

This temporary position works full time from Monday, March 24, 2025 through Friday, August 1, 2025. Extended hours, including mornings, evenings, and weekends at key points throughout the season. This is a remote position but travel to artist labs may be required for one to three weeks of onsite work. Sundance Institute will provide travel, meals and accommodations in shared lodging if the position is assigned to be onsite.

Top priorities include but are not limited to?
• Coordinating and supporting calendar maintenance for the Director, Program & Guest Operations, including generating artist program and budget specific meeting requests in Google Calendar across time zones, tracking agendas, and ensuring guest lists are accurate.
• Working within project management software (i.e. Airtable) to update and maintain timelines for all areas of guest and program operations.
• Building budget spreadsheets, tracking expenses, processing relevant invoices and providing frequent budget status reports, including information on petty cash spending, projected actuals, etc. to the manager as requested.
• Communicating with participants and guests to collect registration information, book air and ground transportation, set expectations, understand guest needs and provide general information to improve the participant experience.
• Monitoring participant flights for delays and cancellations then communicating and providing status updates, as necessary, to program teams.
• Working closely with venue contacts to communicate setup, meal and lodging needs and ensure proper execution.
• Updating assigned departmental procedure documents and completing a wrap report with suggestions for improvement.
• Providing additional administrative and project support to the team as needed.

You have the following direct or transferable skill sets:
• Legal authorization to work in the United States.
• 2 years experience in event logistics, operations, administrative support, or related.
• Strong attention to detail and accuracy in recording, tracking and issuing information, etc.
• Ability to collaborate with others and work effectively within a team-based environment.
• Outstanding written, verbal, and interpersonal communication skills to work effectively with a wide variety of people.
• Demonstrated ability to prioritize and meet multiple deadlines and handle various tasks simultaneously.
• Proficiency in Airtable and Google Drive software programs.
• Valid driver's license and successful completion of MVR background check a plus.
• Experience working with budgets preferred.

You will be successful in this role if you...
• Effectively use project management skills and strong organizational skills to keep yourself accountable for meeting deadlines and milestones.
• Problem-solve within your work so change can happen quickly and efficiently.
• Communicate clearly with internal and external stakeholders of varying levels and positions.

In addition to an hourly pay of $20.32, this position is eligible for benefits & perks, highlights include:
• Paid sick leave and Institute holidays
• Employee assistance program
• Employee Wellness Initiatives