Festival Coordinator

Newfields; Shooters Hill (IN); On-site; USD 42,000 - 65,000; Full time

Job summary

Newfields seeks a Full-Time Festivals Administrator to support financial and operational functions for festival programs and events in Indianapolis. You will help manage budgets, payments, and records while coordinating with multiple departments and contractors to ensure smooth event delivery.

The role requires strong Excel skills, clear writing, and the ability to manage multiple tasks, including setup and breakdown of festival elements, with some weekend hours expected.

Qualifications

• Proficiency in Microsoft Office, especially Excel, and willingness to learn new software.
• Strong writing skills for internal comms and program copy.
• Ability to present information to donors, staff, and large festival groups.
• Attention to detail and ability to coordinate multiple tasks and deadlines.
• Basic familiarity with museum operations and Newfields' collection.

Responsibilities

• Assist Festivals team with financial and departmental operations, including records of expenses, budgets, and payments.
• Ensure procurement, financial, and operational policies are implemented with timely requisitions, purchase orders, and invoices.
• Provide administrative support by coordinating schedules, meetings, and documentation.

Skills

MS Office

Excel

Written communication

Public speaking

Attention to detail

Organizational skills

Team collaboration

Museum knowledge

Math skills

Public relations basics

Education

B.A./BFA degree

Job description

Newfields
4000 Michigan Rd
Indianapolis, IN 46208, USA

Description

Department: Festivals

Position Type: Full-Time (18-Month Temporary Role)

Hourly or Salary: Salary

Responsibilities

Assist Festivals team with all financial and departmental operations ; including maintaining accurate records of expenses, budgets, and payments. Monitor expenditures and track revenues to ensure compliance with Newfields' financial guidelines.

Ensure all procurement, financial, and operational policies and procedures are implemented including timely submission and processing of requisitions , p urchase o rders , and invoices .

Provide administrative support to the Manager and Director of Festivals by coordinating schedules, organizing meetings, and maintaining clear documentation. Proactively assist in ensuring seamless communication and efficient operations with other stakeholder departments.

Collaborate with Festival Producers to create and maintain an up-to-date inventory system for all festival infrastructure.

Ensure alignment across all departments by maintaining clear communication and coordinating with stakeholders. Record key details and develop standard operating procedures (SOPs) to ensure the successful delivery of festival components.

Support festival installations by assisting with set-up and breakdown of elements such as lighting, displays, and decorations. Staff events as needed to ensure a seamless visitor experience with some nights, weekends and holidays required .

Assist with the installation, de-installation, inventory management, and financial tracking of Lilly House operations during Harvest Nights and Winterlights .

Assist the Festivals team with other special projects and events as assigned.

Help schedule and lead volunteer shifts on Festival initiatives and provide all volunteers with a positive Newfields experience.

Provide on-site support for festival programs , Penrod Arts Fair and special events as assigned by assisting with day-of coordination and actively engaging with staff, volunteers, contractors, and guests. This role focuses on executing and supporting programs in real time rather than coordinating or planning them, helping ensure smooth operations and a high-quality attendee experience.

Uphold the Newfields service standard and provide excellent customer service and demonstrate interpersonal skills when engaging with contractors, volunteers, staff, and guests.

Onsite execution of events will include weekend and evening hours with occasional early morning hours.

Required Skills

Proficiency in Microsoft Office, with a strong understanding of Excel, and other software commonly used at Newfields; and a willingness to learn new software programs as needed.

Strong writing skills; ability to draft clear, original correspondence for internal communication as well as program copy for Newfields’ publications and marketing .

Ability to effectively present information in one-on-one, small group situations to donors and employees and to large groups in a festival setting.

Strong attention to detail, problem solving ability, and organizational skills . Ability to coordinate multiple tasks, meet defined deadlines, and follow-up with assigned tasks .

Basic familiarity with Newfields’ permanent collection and special exhibitions.

Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, decimals, and percentages.

Reasoning Ability – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form . Ability to deal with problems involving several concrete variables in standardized situations.

Other Skills and Abilities – Exceptional communication and interpersonal skills. Basic understanding of public relations fundamentals and demonstrated experience working as part of a team.

Educations and/or Experience

• B.A. or BFA degree and a minimum 2 years related experience, or a minimum 3 years related experience

Physical Demands of Work Environment

The physical demands and work environment characteristics described here are representative and must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color, vision peripheral vision, depth perception, and the ability to adjust focus. The employee will be required to work outside in all seasons of weather.

Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. The noise level in the work environment is usually moderate . Nights, weekends, and some holidays are required w orkdays for this position.

I have read and understood this explanation and job description with my supervisor .

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.