Job Description

INVITATION & JURY, COORDINATOR (5 POSITIONS)

Contract

Full Time 

Festival Programming

The Coordinator, Festival Programming will provide administrative, project coordination and programming operations support to the Festival Programming department. Key responsibilities will include: film information tracking and database management, film and guest invitation creation and delivery, scheduling support, jury coordination, and daily administrative support.  This position works with relevant teams to ensure high quality service, support, and administrative processes for internal and external stakeholders.

RESPONSIBILITIES:

Shall include but not be limited to:

• Enter, maintain, audit and reconcile a large volume of film information and statistics in our film database and across key spreadsheets and documents ensuring accuracy and conducting research as needed

• Assist with the management of departmental email accounts 
• Create film and guest invitations; build film invitation packages using invitations database and sending them in a timely manner
• Assist with arrangement building in databases
• Audit completed Festival invitation forms and ensure accurate data transfer     
• Participate in film scheduling processes including data-entry, proofing, conflict checks, schedule letter creation, and notification protocols
• Review film and schedule information for key publications, press releases and online platforms to ensure accurate external representation
• Promote positive stakeholder relationships by providing excellent service to internal teams, programmers, and external stakeholders
• Prepare materials for meetings and presentations as required
• Collect and maintain statistics on invited Festival films and create relevant reports
• Coordinate applicable Awards and juries, including hospitality, itineraries, onsite hosting, event planning and execution
• Serve as a primary jury liaison in the lead up to and during the Festival;
• Liaise with Brand and Marketing departments re: portrait studio and any other relevant requests;
• Liaise with Film Office re: jury member travel and accommodation arrangements;
• Create and manage the jury members’ screening and event schedules including welcome and deliberation lunches/dinners;
• Manage jury ticket requests and facilitate other Festival-related requests, when possible;
• Coordinate jury member invitations to and attendance at official Festival events, including the Opening and Closing Night events and the Awards’ Ceremony & Reception;
• Assist with budget administration and financial reconciliation as required
• Compile a detailed post-mortem report
• Other coordination and administrative duties as required and assigned
• Assist the department in other projects

RATE OF PAY:

• $23.00/hourly

TARGET CONTRACT DATES:

• April 17- Sept 29, 2023

MINIMUM REQUIREMENTS:

• 2+ years experience in project coordination, business or arts administration
• Experience working at a cultural institution or festival an asset
• Familiarity with the film industry and international cinema
• Degree or diploma in Film Studies or related area considered an asset
• Strong communication and interpersonal skills 
• Strong organizational and project management skills with extreme attention to detail and ability to prioritize
• Experience handling large volumes of data or information with accuracy
• Advanced computer skills, familiarity with databases, CRMs, project management tools, Microsoft Office, Google (experience with Artifax considered an asset)
• Strong research skills and ongoing awareness of industry trends
• Precise memory for names, positions, companies and situations
• Mature personal judgment, exhibiting a high level of professionalism, diplomacy, and confidentiality
• Ability to handle difficult situations and people with positive, problem-solving attitude
• Ability to both work independently and in a team environment 
• Desire and ability to take initiative and coordinate projects
• Understanding and commitment to superior client servicing
• Ability to work, prioritize and respond well in deadline-oriented, fast-paced and high pressure environments 
• Adaptable to a flexible work schedule including some evenings and weekends 
• Additional language(s) a strong asset
• 9am-5pm, Monday thru Friday
• Required to be in the GTA for the duration of the contract and in office at minimum 3 days/week
• Mostly sitting, regular interruptions
• More flexible schedule and availability required in lead up to and during 11 days of Festival
• Adaptable to a flexible work schedule including some evenings and weekends
• Must be available to fully work regular and extended hours on the weekends from July 22 to August 6, 2023, as well as full duration of Festival

How to Apply

• Please submit a cover letter and resumé as one PDF by WEDNESDAY, APRIL 5, 2023. 
• All applications must be submitted online through the posting found on our website tiff.net/careers.

Job Categories: Equal Opportunities. Job Types: Temporary. Salaries: Less than 20,000.

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