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Technology Coordinator

Posted by
Burning Man Project
|
San Francisco, CA
New
|
Published 18 days ago

JOB SUMMARY

The Coordinator will provide support and project management for the Office of the Chief Technology Officer. This includes supporting the CTO, supporting the Technology Department managers and staff as needed, in the office and on playa during the Burning Man event. 

The deadline to apply for this role is 5:00pm Pacific on Friday, October 1st, 2021.

Duties include:

  • Managing CTOs calendar, scheduling meetings, taking notes, leading and implementing various strategic planning processes, and making travel arrangements
  • Project management, Tracking departmental action items to completion, drafting correspondence, and maintaining databases
  • Budget management, data management, and processing expense reports
  • Assisting with data gathering, preparing presentation materials, coordinating logistics and collaborating on event planning and execution
  • Manage CTO’s preparation for presentations and updates, such as leadership reports, board meetings, presentations for company-wide meetings, speaking engagements
  • Manage technology initiatives specifically; project updates, proposals, planning, communications and reviews
  • Work with staff to determine critical project milestones and the resources required to achieve those milestones
  • Supports the CTO and the Department of Technology by handling the groups daily operations: 
  • Interacting and engaging closely with employees to identify any issues and provide valuable solutions;
  • Drive efforts to improve Department of Technology’s efficiency and effectiveness by managing time, prioritizing tasks, set meetings and diffuse work conflicts
  • Consistently evaluate org priorities and organize information to facilitate decision making 
  • Work with the CTO and DOT team to establish annual, quarterly, and monthly strategic priorities and facilitate workflows advancing them.
  • Relay important information gained from day-to-day duties to CTO to keep up to date on the company’s operations.
  • Serve as a subject matter expert on Technology Work in Progress, handling inquiries and developing action plans to address them, and assisting with the preparation and dissemination of communications
  • Must possess confidence to make quick and accurate decisions that can impact the orgs’ daily operations when CTO is unavailable
  • Assist the People Operations and User Success with new hires, including documentation and onboarding, and collaborate to address and resolve all employee concerns
  • Ability to help formulate budgets and financial models
  • Facilitation skills; you design thoughtful meeting processes/agendas and are skilled at chairing or facilitating meetings or sessions that make progress on high stakes discussions with stakeholders.
  • Gate-keeping and monitoring the flow of multi-platform communications to and from the CTO Office 
  • Demonstrate honesty, responsibility, integrity and fulfillment of commitments
  • Mature judgment with the ability to handle confidential/ sensitive information with professionalism and discretion
  • Emotional intelligence and ability to establish strong and trusting relationships with colleagues
  • Positive attitude with a sense of humbleness with no job being too big or too small to undertake
  • Commitment to company culture, employee well-being, Burning Man’s Mission, Vision, and Principles 

DUTIES & ESSENTIAL JOB FUNCTIONS

Project Coordination / Communications (70%)

  • Project management, Tracking departmental action items to completion, drafting correspondence, and maintaining databases
  • Record and report meeting minutes for organizationally focused meetings and administration
  • Preparing presentations and materials including light design work/image work and information gathering/packaging/research
  • Business writing including cover letters/announcements as well as create documentation, diagrams, and spreadsheets
  • Prepare materials utilizing an array of tools including Excel, Word, PowerPoint, Keynote, and Google Suite to develop and organize informative documents
  • Supports the CTO on playa and coordinates with other Technology resources to help support the the Technology operational camp(s) on playa per the direction of the CTO
  • Manage annual thank you card project for the tech team and tech vendors
  • Coordinate onboarding process for all Tech team new hires

Executive Administration (20%)

  • Ownership over day-to-day administrative support and help create a positive and highly productive office environment
  • Work closely with cross-department administrators to ensure smooth communication and coordination
  • Act as a key resource for the Technology department and leverage a network of resources to solve problems
  • Complex calendar management including meeting scheduling, and resolution of scheduling conflicts
  • Booking travel, including creation and coordination of trip itineraries
  • Provide comprehensive assistance and support for trips, retreats, off-sites, volunteer events, and the Burning Man event in Black Rock City Nevada as needed
  • Manage and complete expense reports
  • Assist in production of events, on and off playa, including managing access
  • Budget responsibilities including projections, tracking actuals, budget versus spend modeling and reconciliation of accounts
  • Maintain electronic archive of tech team files and contracts
  • Provide miscellaneous administrative support for other Technology staff members as necessary

Other Functions and Responsibilities (10%) 

  • Perform other duties as assigned.

LEARNING AND TEACHING

  • Documentation - Assists in the creation, publishing, and maintenance of process documentation.
  • Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes.
  • Training development - Collaborates with the education and User Success teams to develop training materials, as requested.
  • Learning – Pursues ongoing learning, working to stay current on emergent knowledge, skills, and processes.

Requirements

QUALIFICATIONS

Required

  • 5+ years of administrative support
  • Working knowledge of the principles of project management
  • Excellent communication skills and the ability to write reports and business correspondence
  • Ability to effectively present information and respond to questions from staff, vendors and the general public
  • Strong computer and presentation skills including proficiency with Google Suite, Apple Keynote, Microsoft Powerpoint, Excel, Word, Salesforce, ect
  • Ability to maintain personal integrity and uphold high standards of confidentiality 
  • Ability to foster a cooperative work environment and to respond professionally to all individuals and work well as a team player
  • Ability to work independently and prioritize multiple objectives simultaneously with strong organizational and prioritization skills
  • Strong ability to manage multiple projects and shifting priorities
  • Cheerful, outgoing personality conducive to representing Burning Man to a wide variety of participants, local community members, government officials, and members of the media on the phone and at events and functions
  • Level of attention to detail that is second to none with excellent oral and written communication skills
  • Comfortable working in time-sensitive and rapidly evolving situations
  • Flexibility to work outside regular business hours
  • High tolerance for ambiguity and complexity, while being efficient with limited resources
  • Team player who can wear many hats
  • High initiative, self starting capabilities; the demonstrated ability to identify and seize opportunities for impact in messy, uncertain contexts without direction or oversight;
  • Ability to live and work in the harsh physical environment for periods of 2 to 3 weeks
  • Ability to adjust schedule seasonally to work at the Burning Man event held in Nevada 

Preferred

  • A Bachelor’s Degree
  • It is helpful if the candidate has previously been to Burning Man and/or is familiar with its culture.

Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application.


REQUIRED LICENSES/CERTIFICATIONS

  • Valid driver’s license and a good driving record

ABOUT THIS ROLE

  • This is a regular, full-time, eligible for benefits role, located in proximity to one of Burning Man’s operations (San Francisco, CA or Reno, NV)
  • Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply.
  • Burning Man Project provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
  • Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

  • Off-playa:  Work is primarily sedentary in nature, no special demands are required.
  • On-playa:  Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation. Some of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature.

JOB SUMMARY

The Coordinator will provide support and project management for the Office of the Chief Technology Officer. This includes supporting the CTO, supporting the Technology Department managers and staff as needed, in the office…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    November 1, 2021

Location

Remote
Work must be performed in or near San Francisco, CA
Associated Location
San Francisco, CA, USA

How to Apply

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