Artist Services Coordinator

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Positional Summary

The Artist Services Coordinator reports directly to the Operations Director and Festival Co-Director and is responsible for travel arrangements (flight, hotel, and ground transportation) for filmmakers and VIP guests attending the 2025 Full Frame Documentary Film Festival. We’re looking for a candidate who is focused, organized, and has great communication and people skills. The role includes coordinating all airline bookings and hotel accommodations, organizing ground transportation, maintaining a strict budget, and welcoming members of the documentary industry to Durham, NC, during the four-day event. The Full Frame Documentary Film Festival runs April 3 - 6, 2025. 

Key Position Duties

• Send Artist Services details and attendance forms to all participating film teams (approximately 60 total)
• Collect attendance forms and organize requests from participating film teams
• Work with Festival Co-Director and Programming Manager to book flights for filmmakers, jurors, panelists, and other VIP guests
• Work with Operations Director to coordinate hotel accommodations and submit reservation lists to partner hotels
• Adhere to strict, pre-determined budget, and communicate status of budget throughout the festival to the Operations Director (hotel and transportation) and Festival Co-Director (filmmaker, juror, and VIP guest travel)
• Communicate hotel and travel information to attending filmmakers and VIP guests and maintain travel and lodging spreadsheets
• Communicate status of travel arrangements to relevant staff and be available to meet with staff as needed
• Work with ground transportation vendor to coordinate drop-offs and pick-ups at the airport, hotels, and other festival venues
• Immediately notify all parties about flight and hotel cancellations or changes
• Turn in weekly status reports and attend weekly staff meetings as needed
• Adhere to and complete a predetermined timeline
• Provide wrap up and completion materials, including detailed budget breakdown
• Handle guest requests as they come in 
• Act as an ambassador for Full Frame in the lead up to and during the festival
• Oversee guest check in at the Filmmaker Table of Festival Headquarters
• Share hospitality details, answer questions and troubleshoot issues as they arise onsite during the four-day event
• Communicate with guests in a friendly and professional manner
• Perform related duties as assigned or required to meet departmental, Division and University goals and objectives, as assigned by their Supervisor, Director, or respective designees.

The intent of this job description is to provide a representative outline of the type of responsibilities that will be required of positions given this title and shall not be construed as all-encompassing or as a declaration of all specific duties and responsibilities of this position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Preferred Skills and Competencies

• Extensive customer service experience
• Composure amid a dynamic, fast-paced, request-heavy environment 
• Capacity to prioritize and delegate responsibilities as needed
• Strong communication skills
• Organized and deadline oriented
• Manage and adhere to a strict budget

Other Preferred Skills and Competencies

• Knowledge of the downtown Durham and Raleigh-Durham International Airport area
• Previous film festival or large event experience
• Interest in documentary film
• Knowledge of Airtable

Timeframe and Commitment: 

• February – Average of 20 hours/week
• March – Average of 35 hours/week
• Week of Festival – 60-80 hours; additional hours are required during the festival including nights and weekends
• Week after Festival – 20 hours/week

Minimum Qualifications

Education

Work requires knowledge of basic grammar, mathematical and clerical principles normally acquired through a high school education.

Experience

Work requires one years of related clerical/office support experience to become familiar with accepted office organization, accounting and communications practices.  OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.