Conch Shell International Film Festival (CSIFF)

Project Manager

Reports to: Festival Director / Founding Artistic Director

Position Type: Independent Contractor (Part-Time, Seasonal)

Project Period: July–October 2026

Compensation

• Honorarium: $1,500

• Hybrid work space: Pre-production 80% online; Event dates (Oct 9-11: 100% in person)

• This position is funded through a PSC-CUNY Research Award.

• Compensation will be paid through The Research Foundation of CUNY (RF CUNY) in accordance with its vendor onboarding and payment procedures.

• The selected contractor must complete all required RF CUNY vendor registration and onboarding documentation before payment can be processed.

Complete this application form by July 17th, 2026 11:59pm.

Position Summary

The Project Manager serves as the operational lead for the Conch Shell International Film Festival (CSIFF), working in close partnership with the Festival Director to plan, coordinate, and execute all aspects of the festival.

As the Festival Director's primary operational partner, the Project Manager oversees project timelines, filmmaker relations, communications, and festival logistics to ensure an exceptional experience for filmmakers, audiences, volunteers, sponsors, partners, and guests.

This position requires exceptional organizational skills, initiative, adaptability, and the ability to anticipate needs, solve problems, and manage multiple priorities in a collaborative, fast-paced environment.

Essential Responsibilities

Project Management

• Develop and maintain the master festival timeline and project calendar.

• Track deadlines, deliverables, and action items.

• Schedule and facilitate planning meetings with the Festival Director.

• Prepare meeting agendas, meeting notes, and follow-up action items.

• Maintain organized project files, calendars, and operational documents.

• Identify potential challenges and recommend solutions to keep projects on schedule.

Filmmaker Relations & Deliverables

• Serve as the primary operational contact for accepted filmmakers.

• Coordinate filmmaker onboarding from acceptance through post-festival.

• Manage and track all filmmaker deliverables, including:

• Digital Cinema Package (DCP) files (or other approved exhibition formats)

• Closed captions and subtitles (when applicable)

• Posters and promotional artwork

• Film stills

• Trailers

• Director and cast biographies

• Production notes

• Loglines and synopses

• Social media assets

• Marketing permissions and release forms

• Ensure all filmmaker materials are complete, organized, and received by established deadlines.

• Coordinate filmmaker schedules, hospitality, and festival communications.

• Communicate screening schedules, Q&A information, networking opportunities, and festival logistics.

• Coordinate filmmaker check-in throughout festival weekend.

• Foster a welcoming, organized, and professional experience for participating filmmakers.

Festival Operations

Coordinate logistics for:

• Film screenings

• Workshops

• Panel discussions

• Opening Night

• Closing Ceremony and Awards Presentation

• Audience registration and check-in

• Filmmaker hospitality

• Venue setup and breakdown

• Festival signage, printed materials, and supplies

• Volunteer scheduling and daily assignments

Communications

• Serve as the primary operational point of contact for filmmakers, volunteers, jurors, moderators, community partners, vendors, and festival guests.

• Respond promptly and professionally to operational inquiries.

• Maintain the master festival calendar and communicate schedule updates, deadlines, and logistical information.

• Monitor project progress and follow up on outstanding tasks to ensure deadlines and deliverables are met.

• Provide the Festival Director with regular project updates, completed milestones, upcoming priorities, and issues requiring attention or decision-making.

• Foster clear, proactive, and consistent communication throughout the planning process and festival weekend.

Administrative Support

• Organize and maintain festival files, records, and shared digital workspaces.

• Maintain current contact databases for filmmakers.

• Prepare meeting materials, production schedules, operational checklists, and festival documents.

• Track required forms, releases, and supporting documentation.

• Coordinate logistics for meetings and filmmaker communications.

• Ensure project information remains organized, accurate, and accessible throughout the planning process.

Festival Week Responsibilities

• Coordinate daily festival operations Oct. 9-11.

• Coordinate volunteer assignments and provide on-site support.

• Coordinate filmmaker arrivals, check-in, hospitality, and guest services.

• Ensure screenings, workshops, panels, networking events, and ceremonies remain on schedule.

• Troubleshoot operational and logistical issues as they arise.

• In collaboration with the fest director and fest intern, coordinate venue setup, audience flow, and event transitions.

• Support volunteers, filmmakers, and festival guests.

• Maintain a welcoming, organized, and professional festival environment.

Post-Festival Responsibilities

• Coordinate the return of festival materials and equipment.

• Coordinate the distribution of filmmaker laurels, award notifications, participation certificates, and post-festival communications.

Qualifications

• Minimum of two years of experience managing events, film festivals, arts organizations, nonprofit programs, or community initiatives.

• Exceptional organizational and project management skills.

• Excellent written, verbal, and interpersonal communication skills.

• Strong attention to detail with the ability to manage multiple priorities simultaneously.

• Ability to work independently while collaborating closely with the Festival Director via Zoom.

• Proficiency with Google Workspace and project management platforms.

• Strong problem-solving skills and the ability to remain calm under pressure.

• Must be legally authorized to work in the United States.

• Must be able to complete The Research Foundation of CUNY (RF CUNY) vendor registration and onboarding requirements.

• Must be available to work evenings and weekends during the planning period and throughout the festival (October 9–11, 2026).

• Passion for independent film, Caribbean storytelling, and community-centered arts programming.

Preferred Qualifications

• Experience working with filmmakers or film festivals.

• Experience coordinating volunteers.

• Knowledge of nonprofit arts administration.

• Experience producing live events or cultural programs.

• Familiarity with film exhibition and audience services.

Core Competencies

• Project Management

• Organization

• Leadership

• Communication

• Relationship Building

• Problem Solving

• Time Management

• Adaptability

• Attention to Detail

• Customer Service

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MAGALY COLIMON-CHRISTOPHER
CONCH SHELL INTERNATIONAL FILM FEST
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