Volunteer Coordinator

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Volunteer Coordinator

We are excited to announce that we are gearing up for our 24th annual Calgary International Film Festival running on September 21 to October 1, 2023. We are looking forward to welcoming a volunteer coordinator to our ranks to assist with this incredible event! The volunteer coordinator is responsible for recruiting, organizing, training and leading the festival’s team of over 200 volunteers, who work in support of all festival departments.

Day to Day Responsibilities:

  • Work with operations manager to plan, coordinate and run effective training for specified volunteer roles in conjunction with other staff, with clear and concise information about general festival information, expectations, roles and responsibilities.
  • Work with operations manager to vet and assign volunteers to roles/crews.
  • Plan and execute food orders and dissemination plan for venues, working with development to explore opportunities to engage with local food vendors to provide meals.
  • Manage the scheduling of volunteers using the festival volunteer management system.
  • Coordinate the distribution of volunteer T-shirts, volunteer passes and any other required volunteer pack materials.
  • Keep volunteers informed and up to date on relevant festival information and events before, during and after the festival including the creation and dissemination of the volunteer newsletter.
  • Be primary volunteer touchstone at volunteer HQ during the festival.
  • Create and disseminate volunteer newsletter during festival.
  • Maintain a presence at the venues during the festival to ensure that volunteer issues and venue needs are being handled appropriately.
  • Be the first point of contact in case a volunteer has a concern; flag and forward any concerns to the operations manager as needed.
  • Plan a post festival appreciation event with food and beverage.
  • Contribute to an in-person or virtual festival post mortem, attendance may be required.
  • Provide detailed post mortem notes and archived files (hard and electronic) relevant to the position and the work accomplished following the festival.


Must Haves:

  • Outstanding collaborator and team player.
  • A deep passion for community, and creating excellent volunteer experiences.
  • Quick learner with ability to learn new systems.
  • Exceptional communication skills, both verbal and written, with an attention to detail.


  • Experience managing and coordinating volunteers or staff in the arts, festival and/or corporate sectors.
  • Experience as a volunteer for festivals and events.
  • Experience with event planning, execution and reporting.
  • Garnering donations, particularly food related ones.
  • Experience with InitLive volunteer management.

Approximate Work Hours

An approximation of hours per week is below, dependent on operational needs and business flow. It is understood that shift work, weekend work, and work on statutory holidays may or will be required.

  • July 1 – 15, 2023: 4 hours a week
  • July 16 – August 15 2023: 16 hours a week
  • August 16-September 15 2023: 24 hours a week
  • September 16 – 31 2023: 40 hours a week
  • October 1 –  15 2023: 10 hours a week
  • October 15 – 31 2023: 4 hours a week

Location of Work:

This job is hybrid, with a significant amount of in-person office work required. For further details, please reach out to our hiring team.During the interview, we’ll be looking for the following:

  • A clear understanding of your previous ticketing and box office experience.
  • Examples of your approach to conflict management and high volume work environments.
  • A realistic view of your level of computer literacy and comfort with new and varying programs.


  • Excellent opportunity to build experience and contacts within the arts community.
  • Attendance to screenings for free.
  • An hourly pay of $18 based on previous experience.
  • A group of team members committed to building a unique and memorable festival experience for new and seasoned patrons alike!

To Apply

Simply upload your cover letter and resume (in one document) here calgaryfilm.bamboohr.com

We’ll be contacting everyone who applies to let them know their resume has been received. The Hiring Manager will reach out to those they deem most qualified to begin the interview process. We thank everyone who applies.

Our Commitment to Diversity, Equity and Inclusion:

CIFF is committed to creating an employment opportunity that begins with respect, dignity and equity We welcome individuals to apply for all backgrounds including: of any race, ancestry, place of origin, colour, ethnic origin, ability, citizenship, creed, sex, sexuality, sexual orientation, gender identity, gender expression, same sex partnership, age, marital status, family status, immigration status, receipt of public assistance, history of mental health issues, health status, political affiliation, learning difference, level of literacy, accent, first language, body type, physical appearance and abilities, stature or socio-economic status.

Further, we acknowledge that we are on a continuing journey of learning and unlearning. Our path to breaking down systemic barriers has begun but we by no means have arrived. We are open to feedback and continuous dialogue on how we can make the hiring process equitable for all.

COVID Vaccination Policy

As of June 29, 2022 CIFF personnel who are coming into the office or onto the festival site (including employees, core contractors, preferred vendors, volunteers and board of directors) will no longer be required to provide proof of vaccination to enter CIFF festival sites. CIFF will continue to monitor the COVID landscape, and this policy is subject to change at CIFF’s sole discretion.

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