DANCE FLURRY FESTIVAL ADMINISTRATIVE DIRECTOR

The DanceFlurry Organization is seeking an Administrative Director for the 2009 weekend. The Admin. Director works on a 3-person team, along with the Program & Finance Directors, all of whom are independent contractors as defined by the IRS. Most of the job is done from September to March, with the heaviest work load in January and February. Please see the attached Job Description for more specifics. Please submit inquiries, letters of interest and resumes to Bill Matthiesen, 33 Stormview Road, Lanesboro, MA 01237 ... bill@bfv.com ... 413-442-9172.

OVERVIEW:

The DanceFlurry Festival is a three-day event each February in Saratoga Springs, NY, featuring hundreds of
performers and attracting several thousand attendees. It takes place at several venues in the city, and is supported
by a 20-25 person committee of volunteers, who in turn supervise many more volunteers during the weekend.
The event is coordinated by three part-time directors, who work as independent contractors for the non-profit
DanceFlurry Organization, under the supervision of the DFO board of directors. One Flurry director is
responsible for programming, a second handles the financials, and the third director manages the logistical
details for the weekend, including the Flurry Committee and its volunteers. The three directors work closely to
coordinate all the details for the weekend event. A part-time assistant provides administrative support to the
three directors, working as needed on specific projects.

The DanceFlurry Organization is currently advertising for the Administrative Director for the 2009 festival – and
we hope to recruit someone who will be able to shadow the current director during the 2008 festival. While the
position requires planning and set-up work throughout the year, most of the work occurs during January, February
and March.

MAJOR FUNCTIONS:

* The Administrative Director provides practical support and trouble-shooting for the individual Flurry
Committee volunteer crews for the weekend DanceFlurry Festival.
* The Director negotiates contracts and manages the follow-up details for each of the Flurry venues (Prime Hotel,
Casino, City Center, etc.), the bus services used during the weekend, the sound system contractors, and
other vendors and subcontractors involved in the weekend. (Performers are managed separately by the
Program Director).
* The Administrative Director also works with the Program Director to provide logistical support for the program
venues during the weekend. This director also coordinates with the Finance Director to assure payments
to venues and subcontractors, and to help coordinate other financial details of the festival. The Directors
work together to develop a yearly budget for the event.
* This person also coordinates the production and distribution of both the Flurry flyers and the Program Booklet
for the event, as well as other event advertising.

DISTINGUISHING FEATURES:

The Flurry Administrative Director performs management activities of more than average difficulty, requiring
initiative and independent judgement. Work is performed under general direction from the DanceFlurry board or a
liaison committee. Assignments are given in the form of general outlines or desired results, and the employee will
develop methods for arriving at the assigned objectives. The position is broadly supervised, rather than
micromanaged – so independent work as well as ongoing communication with the board is essential.

MAJOR DUTIES:

* Contacts each Flurry Committee crew chief (there are 20-25 crews) to determine what outside support they need
to complete their work for the event on schedule.
* Develops a written time-line for the work of each crew, to determine when they need specific information or
other support from the Program Director or from other Flurry crews or employees.
* Follows up to support and assist the individual Flurry crews, so all crews get what they need on time.
* Manages special requests from the Flurry crew chiefs.
* Attends all the meetings of the Flurry Committee throughout the year, and also meets as needed with the Flurry
Committee’s individual crew chiefs.
* Serves as a liaison between the Flurry Committee and the DanceFlurry board (or liaison committee), to keep
the Board up to date and to get Board input for major decisions.
* Coordinates production of the Flurry flyers and Program Book, working with the Program Director, the graphic
designer, the printer and the Administrative Assistant.
* Develops a distribution system for the Flurry flyers. This task involves organizing and supervising volunteers to
assist with the physical distribution of the flyers throughout the region.
* Recommends new systems, procedures and modifications to improve operations, and coordinates the
implementation of these improvements.
* May be requested to assist in the recruitment of new members for the Flurry Planning Committee.
* Other duties as required.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

* Very good organizational skills are essential for this position.
* A professional appearance and demeanor to represent the organization at meetings and conferences.
* Excellent people skills, and the ability to establish and maintain excellent working relations with others within
and outside the organization – including staff, volunteers, vendors, local government and business
officials, DFO board members.
* Excellent communication and interpersonal skills – in person, on the phone and in writing.
* Good listening and analytical skills to determine the support needs of each of the Flurry Committee team
directors.
* Creativity, initiative and sound judgement to develop the appropriate support actions to help each team achieve
its objectives within the given timelines.
* Must be a self-starter, creatively adapting to the changing needs of the Flurry.
* Ability to prepare written reports and maintain necessary records
* Schedule flexibility, with the ability to make phone calls and go to meetings during the day as well as evenings.
Some weekend hours required. This is not a regular hour job – workload will vary from month to month;
more hours will typically be required during January, February and March.
* Must have good computer skills (PC-based) for word-processing, email & internet research.
* Previous experience working with volunteers, and in producing music or other events, would be very useful.
* Position requires keeping general time-sheets & descriptions of work performed

PAYMENT:

* Payment rate to be negotiated, based on qualifications and experience. Directors are currently paid between
$5-10k per year, based on part-time work as "independent contractors" as defined by the IRS
* Payment will be contingent on keeping accurate records of work performed & associated time logs