Program Production Coordinator

JOB CLASS: Full-time, Hourly, Year-round with benefitREPORTS TO: Director of Programs & Educational EffectivenessCOMPENSATIONS: $20 hourly, 30-40 hours per week(This is NOT a remote position) SUMMARYThe Program Production Coordinator has experience in program coordination, event management, or production support and is responsible for the logistical, technical, and administrative coordination of Maine Media’s on-campus and online educational programs. These include workshops, intensives, certificate programs, MFA retreats, and special events. This role supports the delivery of high-quality, engaging, and accessible learning experiences by coordinating facilities, instructional technology, staffing, locations, and talent across all delivery models.Working closely with the Director of Programs & Educational Effectiveness and the Provost, the Program Production Coordinator collaborates with Program Chairs, faculty, IT, Facilities, Registration, Student Services, and seasonal staff to ensure programs and productions are well planned, safely executed, and aligned with Maine Media policies and values. The position supervises seasonal assistants and provides operational support for location-based and talent-supported productions for Photography and Filmmaking courses within established course budgets.DUTIES AND RESPONSIBILITIES Program Production & CoordinationCoordinate the planning, production, and delivery of workshops, intensives, certificate programs, MFA retreats, and special events across on-campus and online formats.Collaborate with Program Chairs, Program Managers, IT, Facilities, and seasonal staff to ensure smooth workflows and effective communication for all programs.Schedule and coordinate classrooms, studios, facilities, and off-campus locations to support instructional and production needs.Oversee classroom, studio, and production setup, including coordination of instructional technology and IT support for program delivery.Coordinate outreach and preparation for workshops and programs, including preparing class lists and supporting faculty and teaching assistants prior to program launch.Distribute and collect student evaluations for on-campus and online programs in support of institutional assessment processes.Support the planning and production of Friday Night Shows, campus events, and special presentations.Serve as an operational liaison between academic leadership and departments including Registration and Student Services.Locations, Talent & Production LogisticsSupport location-based instruction by identifying, securing, and coordinating appropriate off-campus locations in collaboration with faculty and program leadership.Coordinate talent (actors and models) for Photography and Filmmaking courses, ensuring alignment with course objectives, schedules, and established budgets.Ensure that all productions—on campus, online, and on location—are conducted in safe, inclusive, and respectful environments for students, faculty, staff, talent, and location partners.Obtain COIs for all locations as necessary and ensure location protocols are followed.Obtain, track, and maintain permits, releases, agreements, and certificates of insurance related to locations, talent, and program production; maintain accurate digital records.Track production schedules, location usage, and talent hours; submit invoices, disbursement requests, and reimbursement documentation in coordination with academic leadership and Finance.Coordinate multiple simultaneous shoots as needed while adhering to Maine Media production policies and best practices.Administrative & Academic SupportFacilitate program-related administrative processes, including:Faculty contracts and teaching assistant deal memosCertificate of insurance requestsDisbursement and reimbursement formsFaculty and teaching assistant communicationsMaintain academic and certificate program calendars, track key milestones and deadlines, and execute SAP reports for certificate program students in coordination with academic leadership.Support certificate programs by ensuring students have access to appropriate campus resources and required documentation.Provide operational data, scheduling information, and documentation support to academic leadership and Marketing as needed, without responsibility for enrollment strategy or analysis.Chair weekly Production Meetings to review upcoming programs, production needs, staffing, and logistics.Facilitate contests, including management of Arnold Newman Prize, and sponsor related competitions. Staff Supervision & CollaborationHire, orient, train, and supervise seasonal Program Assistant and seasonal staff supporting programs and student services in coordination with Maine Media policies and annual training.Provide operational oversight and guidance to Teaching Assistants as related to program production and logistics.Model and reinforce expectations for professionalism, collaboration, communication, hospitality, and adherence to Maine Media’s core values.Work with the Faculty Services & Hospitality Liaison to coordinate faculty travel and housing.Coordinate the planning and production of MFA retreats in collaboration with academic leadership and program staff.This position leads and directs:Program Assistant(s) (seasonal)Teaching Assistants (as related to production and program coordination)Academy Resident Advisors QUALIFICATIONS AND SKILLSBachelor’s degree preferred.Minimum of 2–5 years of experience in program coordination, event management, production support, or a related field.Experience supporting educational or arts-based programs, workshops, or productions.Experience supervising seasonal, project-based, or temporary staff.Strong organizational and project management skills with the ability to manage multiple concurrent programs and timelines.OTHER REQUIREMENTSStrong written and verbal communication skills.High attention to detail and ability to manage complex logistics.Ability to work collaboratively as part of a team and independently when needed.Understanding of and commitment to best practices in photography, filmmaking, book arts, and media production, including safety and set etiquette.Familiarity with software tools such as Excel, Word, PowerPoint, Google Workspace, and Zoom.Working knowledge of Adobe Creative Suite and other creative software related to media arts production.Ability to work with web-based platforms and content management systems (e.g., Salesforce) and basic social media tools.Must be able to work in the United States.