OPPORTUNITY TYPE: Fixed-Term, Contract
EMPLOYMENT PERIOD: February 2 - May 15, 2026
COMPENSATION: $800/week
REPORTS TO: Volunteer Manager
APPLICATION DEADLINE: January 18, 2026
JOB DESCRIPTION
The Festival Volunteer Operations Coordinator will support the planning and execution of volunteer operations for the 2026 Hot Docs Festival. The portfolio includes the recruitment, orientation, training, and scheduling of all Festival volunteers. During the Festival, the Coordinator will work with a second Coordinator to ensure that all volunteer shifts are full and help manage day-to-day operations of the Festival Volunteer Office. The volunteer team provides a warm and welcoming environment for Festival patrons while maintaining a high level of professionalism and accountability.
KEY RESPONSIBILITIES
Recruitment & Engagement
- Recruit new and returning volunteers for various roles for Hot Docs 2026 aiming for department goal.
- Assist in creating, sourcing, and maintaining an engaging social media presence for Hot Docs Volunteers.
Training & Evaluation
- Assist with the development and presentation of orientation and training sessions by compiling manual materials from various departments and preparing documentation and presentation aids.
- Provide Hot Docs Staff with training and resources on how to work with and supervise volunteers.
- Collect and input notes into database regarding volunteer training completion, performance feedback, and Captain/Supervisor reports.
Scheduling & Communication
- Liaise with Hot Docs staff to gather Festival volunteer requests and outline volunteer operations processes.
- Create and monitor Festival volunteer shifts for various positions ensuring a high percentage of shifts remain filled.
- Create and schedule festival communication to the festival volunteer teams.
- Answer volunteer inquiries via email and telephone in a timely manner.
- Connect with festival staff at venues and assess Floater needs daily.
Appreciation & Evaluation
- Procure and distribute volunteer benefits.
- Develop new and creative strategies of appreciation.
- Create end of Festival survey and produce highlights package.
- Gather daily feedback and ensure appropriate Hot Docs staff are notified of any actionable items.
- Complete Festival postmortem and detail successes and challenges.
Additional Responsibilities
- Flexible approach to workplace location and hours (including occasional evenings and weekends) contingent on the operating needs of the organization.
- Develop and maintain strong relationships with Hot Docs’ community of filmmakers, curators, staff, volunteers, and funders.
- Uphold and model organizational values and policies, supporting a culture of accountability, equity, diversity and continuous improvement.
Performs other duties and assists with special projects as assigned, contributing to the evolution of the role and department initiatives.
QUALIFICATIONS
- Minimum 1+ years of festival volunteer experience for an arts and cultural organization (or equivalent experience). More than 1 organization is an asset.
- Ability to coordinate multiple projects simultaneously while working independently and as part of a team.
- Excellent oral and written communication skills.
- Comfortable in creating content for social media (Facebook, Instagram, Twitter, etc.) Experience using CRM systems (such as Salesforce), project management tools (e.g., Asana), and shared file systems (e.g., SharePoint, Dropbox).
- Proven ability to work both independently and collaboratively, across in-person and remote teams.
- Strong administrative capabilities, including record-keeping, data and invoice tracking.
APPLICATION
Please forward a cover letter and resume to volunteer manager Alicks Girowski.
Email: [email protected]
Subject Line: Hiring Committee – Festival Volunteer Operations Coordinator
Deadline: January 18, 2026
No phone calls, please.
EQUITY STATEMENT
Hot Docs is a forum to share stories and perspectives on the people, issues and events that shape our world, and we encourage respectful discussion and debate to foster greater understanding and empathy.
An integral component of this is Hot Docs’ commitment to fostering an organizational culture that brings together people with different races, identities, abilities, experiences and skills. Hot Docs is committed to reflecting the diverse communities we serve in the stories we present and also in our workforce. We encourage applications from diverse communities and welcomes applicants who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion.
ACCOMMODATION STATEMENT
Hot Docs encourages applications from qualified candidates and will accommodate applicants’ needs throughout all stages of the recruitment and selection process. Please advise the Hiring Manager to ensure your accessibility needs are accommodated throughout this process. Information received relating to the accommodation will be addressed confidentially.