Production Coordinator

 

Summary

The Production Coordinator is a member of the Programming and Production Department and reports to the Senior Director of Production. Responsibilities include: tracking the progress of funded projects, providing assistance with the management of a portfolio of broadcast co-productions and acquisitions, supporting the department with data management, developing and maintaining processes for the use of the department’s information systems and administrative workflows, tracks and manages departmental and project budgets, and supports the creation and distribution of meeting agendas. The person in this role will serve as a resource to staff as it relates to ongoing training, assistance with administrative management of programs as well as maintaining the quality and integrity of information systems; they will establish standards processes and procedures and will guide colleagues on how best to meet these standards on an ongoing basis.

Essential Functions

Standards and Systems

Be a specialist in departmental processes and information systems (Primarily NetSuite, but also legacy systems including a Filemaker Database, Workfront Project Management System, as well as document servers, file transfer, and other systems).
Promote attention to detail and adherence to department standards for tasks through deep familiarity with processes, and the ability to communicate to other staff and enforce quality control when these are not being met.
Provide consultation and information to department leadership to help review and adjust standards and procedures as needed.
Maintain, organize, and track updates to department documentation regarding policies and procedures in consultation with the Senior Director of Production and the Department Project Administrator.

Event Support (Independents Summit, BasecampFunding Panels)

Assist in planning, execution and logistics of the Independents Summit, Basecamp onboarding sessions and funding panels.
Coordinate and book travel for select ITVS staff/external partners for travel to/from ITVS events.
Arrange logistics for events including but not limited to catering and facilities.
In consultation with other department staff, set event schedules and agendas.
Delegate tasks to and manage other departmental support staff to assist with event management in coordination with supervisors.

Production Coordination – Longform Projects

Assist in managing a portfolio of high quality and diverse projects funded through various ITVS funding initiatives, with special emphasis on longform projects for television broadcast, adhering to PBS editorial standards.
Support Supervising Producers in the delivery of their respective portfolios – serving as a key driver and facilitator of the contract execution and closing processes.
Collect, analyze and report data related to individual programs and overall portfolio and provide regular reports for the department and content strategy team.
Collect, analyze, and report on data in a way that tracks the progress and health of programs as they progress through the production pipeline, including tracking key production milestones, closing, and production funding deficits.
Set up, update and maintain project records in Filemaker database and workflows in Workfront to ensure compliance with department standards, help build departmental capacity.
Assist in filing project deliverables properly in digital record keeping systems and paper files as appropriate.
Ensure that best practices around information systems are being followed by Supervising Producers and that integrity of data within key systems is being maintained.
Review proposals submitted to various ITVS funding initiatives, especially Open Call.

Departmental Administration

Maintain, manage and execute the licensing payment process and. encumbrances.
Manage expense and reimbursement process.
Organize meetings.
Maintain, track and code. budgets
Track travel budgets in coordination with responsible parties within the department..
Maintain archival records for closed programs and initiatives including onsite digital records and offsite paper archives.
Other duties may be assigned on an as-needed basis.

Competencies

A commitment to social impact work and engagement in a variety of social, economic, and cultural perspectives.
Cares about principles associated with diversity and inclusion; willing and wanting to support the voices and visions of underrepresented communities, and reflect the interests and concerns of a diverse society.
Excellent interpersonal skills and “can do” attitude; superior telephone etiquette, verbal and written communication skills; clear and professional communicator.
Adaptable to a fast-paced and constantly changing environment.
Ability to stay focused, highly organized and pay close attention to details.
Can juggle multiple projects, knows how to prioritize, and can work effectively while under pressure.
Willing to support leadership’s decision and direction in a positive, professional and cooperative manner. Great sense of humor is helpful too!
Enjoys working as a team member as well as independently.
Able to work cross functionally, and effectively as part of team
Knows how to support and supervise peers, and “manage up”
Proficiency with Word, Powerpoint, Excel. Filemaker Pro, Google Apps

. Requirements:
Required: Bachelor’s Degree or equivalent. Degree in Film/Television, Journalism, Media/Communications related field a plus..
Preferred: Experience in Film/TV Production, live event production, or media..
Preferred: Experience with event planning and arranging travel.
Preferred: Prior experience with project management systems and database software a plus.

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