VFMF ADMINISTRATIVE COORDINATOR

CONTRACT DETAILS

Type: Employment contract. Year-round, 28 hours per week
Duration: As soon as possible in October 2026
Contract Value: $32/hour
Work Style: Primarily in person, with the possibility of occasional work-from-home accommodations.
Festival Dates: July 16–18, 2027
Work Environment and Access: The Vancouver Folk Music Festival office is located at 1945 McLean Drive in East Vancouver and is co-located with several other arts and cultural organizations, including Vancouver Opera, Vancouver International Children’s Festival, Pi Theatre, Narwhal Magazine and others. We offer a vibrant, collaborative work environment in an open-concept setting, with private offices and meeting rooms available as needed.

ABOUT THE FESTIVAL

Founded in 1978, the Vancouver Folk Music Festival (VFMF) is a Canadian cultural institution. It is a unique celebration of traditional and contemporary folk and roots music from around the world. Rooted in values of artistic excellence, diversity and inclusiveness, environmental stewardship, social justice, and reconciliation, the festival is dedicated to honouring the transformative power of community and the joy of discovery. Every July, the VFMF takes place at ʔəy̓alməxʷ / Iy̓ál̓mexw Jericho Beach Park, on the unceded and ancestral land of the xʷməθkʷəy̓əm (Musqueam), sḵwx̱wú7mesh (Squamish), and sel̓íl̓witulh (Tsleil-Waututh) Nations. 2026 marks the festival’s 49th anniversary.

POSITION SUMMARY

The Vancouver Folk Music Festival is seeking an administrative wizard to join our growing team.

We have big things planned for our 50th anniversary celebration and the years to come, and we are looking for someone who can provide the rock-solid foundation upon which to build. If you’re a music lover who is also a systems thinker, a data nerd, and someone who takes pride in keeping things organized, accurate, and efficient, this might be the perfect role for you.

Working closely with the Executive Director and Operations Manager, the Administrative Coordinator will provide critical support across several areas of the organization’s operations, including office administration, development, and box office. 

You will manage the back end of our ticketing system, including setting up ticket types and promotional codes. You will create and administer surveys, collect and analyze data, and translate findings into useful reports. You will help build and maintain our organization-wide databases and information systems so that we can effectively manage relationships with patrons, volunteers, donors, sponsors, and community partners.

You will also provide administrative support to our Board of Directors and its committees, helping volunteers and board members achieve the organization’s fundraising and development goals. You will contribute to grant administration and reporting, sponsor and donor fulfillment, customer service, office administration, and the development of systems and processes that help the organization work more effectively.

In short, you will be the administrative bedrock supporting an ambitious suite of activities.

You’ll work alongside a team of seasoned arts professionals who take pride in what they do. Our collaborative, nimble approach gives every team member an opportunity to contribute meaningfully to the success of the festival. As our organization grows, we’re looking for someone who is excited to help us innovate, improve, and evolve.

The Administrative Coordinator reports to the Executive Director and works collaboratively with the Operations Manager and all Festival departments as required. This is a 32-hour-per-week position with a flexible schedule. Some evening and weekend work will be required during the festival production period, particularly in June and July. Weekly hours may vary at different points throughout the year depending on organizational needs. VFMF will work with the successful candidate to develop a schedule that balances the needs of the organization and the employee.

KEY RESPONSIBILITIES

Administration & systems Management

  • Develop, document, implement, and maintain effective administrative systems and procedures.
  • Maintain accurate, organized, and accessible organizational records and files.
  • Identify opportunities to improve internal processes.
  • Support the development and maintenance of shared calendars, tracking tools, templates, forms, and other administrative resources.
  • Maintain high standards of accuracy, consistency, confidentiality, and data integrity.
  • Assist with office administration, supplies, scheduling, meeting coordination, and other day-to-day operational needs.

Database & data management

  • Maintain and update organizational databases, including patron, volunteer, donor, sponsor, and partner information.
    • Website content and updates
    • Digital and print programs
    • Social media channels
    • E-newsletters and email campaigns
  • Ensure data is accurate, consistent, appropriately categorized, and up to date.
  • Develop and maintain processes for data entry, data hygiene, reporting, and information management.
  • Generate regular reports and statistical summaries to support organizational planning and decision-making.
  • Assist with the development of data collection and reporting systems across Festival departments.
  • Develop and administer audience, volunteer, donor, and other organizational surveys.
  • Maintain appropriate privacy and confidentiality practices when working with personal and donor information.

Ticketing & Box office

  • Manage the administrative back end of the Festival’s ticketing system.
  • Set up ticket types, pricing structures, promotional codes, discounts, holds, and other ticketing configurations.
  • Assist with ticketing reports, reconciliation, tracking, and data management.
  • Provide administrative support to the Marketing team before and during the Festival.
  • Respond to ticketing and patron inquiries and troubleshoot issues as required.
  • Support post-Festival ticketing reconciliation and reporting.

Grants & reporting

  • Provide administrative support for grant applications, including gathering information, stats and data, and coordinating supporting documentation.
  • Assist with the preparation of grant reports, statistics, evaluation materials, and other funder reporting requirements.
  • Assist staff in tracking outcomes and collecting information required for funder and stakeholder reports.

Board & COMMITTEE SUPPORT

  • Provide administrative support to the Board of Directors’ Fundraising Committee.
  • Support Board-led fundraising, development, governance, and other organizational initiatives.
  • Help ensure committee members have the information and resources they need to carry out their work effectively.
  • Support fundraising campaigns and special initiatives as required.

FUNDRAISING, SPONSORSHIP & DONOR SUPPORt

  • Provide administrative support for donor and sponsor communications, cultivation, and stewardship activities.
  • Assist with tracking donor and sponsor information, commitments, benefits, deadlines, and deliverables.
  • Support the fulfillment and documentation of sponsorship benefits.
  • Assist with donor and sponsor reports, acknowledgements, correspondence, and other administrative tasks.

General Festival SUPPORt

  • Respond professionally and promptly to inquiries received by phone, email, social media, and other channels.
  • Work collaboratively with Festival departments, contractors, volunteers, board members, artists, sponsors, and community partners.
  • Provide additional administrative and logistical support during the Festival production period.
  • Take on other duties and special projects that contribute to the successful operation of the Festival.

QUALIFICATIONS AND EXPERIENCE

We recognize that strong candidates may not have experience in every area listed below. We are most interested in finding someone with excellent organizational, analytical, communication, and problem-solving skills who is excited to learn and grow.

Required Skills & Experience

  • Experience in administration, office coordination, and data management. 
  • Exceptional organizational skills and the ability to manage multiple projects, deadlines, and competing priorities.
  • Strong attention to detail and a demonstrated commitment to accuracy.
  • Excellent written and verbal communication skills.
  • Demonstrated ability to create, maintain, document, and improve administrative systems and processes.
  • Comfort working with databases, spreadsheets, digital forms, and other information-management tools.
  • Strong computer literacy and proficiency with Microsoft Office and Google Workspace.
  • Ability to learn new software and technology quickly and independently.
  • Experience working with confidential information and an understanding of the importance of data privacy and discretion.
  • Ability to work collaboratively with a wide range of people, including staff, contractors, volunteers, board members, donors, sponsors, artists, and community partners.
  • A calm, flexible, and solutions-oriented approach to work in a fast-paced environment.

Technical Skills

Experience with some or all of the following is considered an asset:

  • CRM and database management systems, particularly Salesforce or Airtable.
  • Ticketing and Box Office systems.
  • Mailchimp or other email marketing platforms.
  • Microsoft Excel or Google Sheets, including sorting, filtering, formulas, and data analysis.
  • Survey and data collection platforms.
  • Microsoft Office and Google Workspace.
  • Canva, Adobe Creative Suite, or other design software.
  • Project management and workflow tools.

You do not need to be an expert in every platform listed above. We are looking for someone who is technologically confident, curious, and capable of learning new systems quickly.

Technical Skills

  • Experience working in the arts, music, festival, nonprofit, or charitable sectors.
  • Experience supporting a Board of Directors or volunteer committees.
  • Experience with grant applications and funder reporting.
  • Experience with donor databases, fundraising administration, or sponsorship fulfillment.
  • Familiarity with donor and sponsorship benefits and partner relations.
  • Knowledge of the Vancouver arts and music community.
  • Experience working with volunteers.
  • Experience collecting, analyzing, and presenting audience or organizational data.
  • Experience developing or improving organizational systems and workflows.

TO APPLY

Please submit your resume and cover letter as a single PDF document to operations@thefestival.bc.ca.

Applications will remain open until the position is filled. The first round of applications will be reviewed on September 25, 2026.

The Vancouver Folk Music Festival is committed to creating an inclusive workplace and welcomes applications from people of diverse backgrounds and experiences. We encourage applicants to identify the skills, experiences, and perspectives they would bring to this role, even if their professional background does not follow a traditional path.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted.

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