Jobs

Volunteer Coordinator, Getting Real 2018

Digital Communications Associate

Administrative Assistant


Volunteer Coordinator, Getting Real 2018

 

Type: Non-exempt
Employment Status: Part-time approx. 20hr. /week 8/6/18 - 8/31/18; Full-time 9/4/18 - 9/28/18
Salary: $18/hr
Reports To: Conference Producer

POSITION PURPOSE: GETTING REAL is IDA’s biennial conference on documentary media. Taking place September 25-27, 2018 in Los Angeles, California, the event brings together over 800 documentary makers and industry participants for three days of presentations, panels, workshops, screenings and networking events. Volunteers are vital to the success of GETTING REAL. The Volunteer Coordinator works closely with the conference programming and production teams and is responsible for recruiting, scheduling, training and managing all GETTING REAL volunteers.

 

Responsibilities:

  • Oversee and guide the recruitment and organization of all volunteers for GETTING REAL, collaborating closely with each department to assess their volunteer needs.

  • In collaboration with Event Production Associate, manage the GETTING REAL volunteer database.

  • Develop application process, guidelines and other pertinent information for GETTING REAL volunteers.

  • Arrange and coordinate training across departments where volunteers are needed (ex.theater management, registration, VR Truck, etc.).

  • Oversee all communication with volunteers, which includes but not limited to, weekly email blast updates, answering email and phone inquiries, assisting with online registration and shift fulfillment through the volunteer database.

  • Arrange and conduct in person and video conference volunteer orientations and trainings prior to the conference, including review of GETTING REAL policies, procedures and logistics and any required safety trainings.

  • Collaborate with the GETTING REAL Operations Team to cultivate relationships with area restaurants and food vendors to secure food donations for the volunteers

  • Coordinate the logistics and operational needs for the load-in, set-up and load-out of the Conference Volunteer Headquarters on-site at the festival.

  • Manage the volunteer check-in process at the Conference Volunteer Headquarters, ensuring a smooth transition from headquarters to designated team location for all scheduled volunteers.

  • Attend weekly conference production meetings.

  • Provide a comprehensive wrap report (e.g., procedural outline, comments on the operation of the festival, suggestions and recommendations for improvement, etc.) and deliver a digital file and a hard copy of the report to the Conference Producer during the exit interview. All job specific reports and files must be well organized and submitted during the exit interview.

  • Perform other duties and responsibilities as assigned.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Competencies:

  • High energy, with a positive can-do attitude and ability to energize and motivate others;

  • Exceptionally detail-oriented and able to independently manage time, prioritize tasks, and meet goals and deadlines consistently;

  • Proactive communicator who surfaces issues, asks questions for clarity, and takes the initiative to gather the information and context needed to make decisions independently;

  • Reliable self-starter with the proven ability to handle numerous tasks with appropriate follow-through;

  • Excellent oral and written communication skills with the ability to convey complex instructions and procedures clearly and concisely;

  • Flexible, collaborative working style;

  • Excellent anticipatory skills with ability to think and plan ahead, employ critical thinking and demonstrate good judgement;

  • Ability to work calmly under pressure and juggle multiple competing needs;

  • Professional, helpful and diplomatic demeanor with ability to resolve issues with tact and poise.

Qualifications:

  • Proven experience working in an environment requiring reliability, initiative, and resourcefulness required;

  • Experience recruiting and managing large numbers of volunteers a big plus;

  • Proven experience examining operations and procedures, formulating policies and developing and implementing procedures;

  • Working knowledge of Los Angeles to facilitate outreach to the community for volunteer prospects required;

  • Excellent computer skills including proficiency in all Microsoft Office and Google G Suite applications required;

  • Experience with volunteer management or shift scheduling applications and with database management applications, such as Airtable or similar is a plus;

  • Able to lift up to 25 lbs., be on your feet throughout the day and walk distances up to .5 miles at a time, several times a day, during conference;

  • Must be available some evenings and able to work possible overtime the week before and week of the conference.

     

 

How to Apply: Please fill out this form, upload your cover letter and resume. No phone calls or drop-ins, please.


Digital Communications Associate

 

Type: Non-exempt
Employment Status: Part time, flexible schedule, 24 hours per week
Salary Range: $20-24/hr depending on experience

POSITION PURPOSE: The Digital Communications Associate is responsible for advancing IDA’s mission and online presence through the development and implementation of digital content and strategies. The associate works directly with and under the supervision of Manager of Communications, Design, and Digital Projects.

We’re looking for a storyteller that is able to develop quality content for diverse audiences. The successful candidate will also provide support across the organization to promote IDA programs, implement digital advertisements, and engage the wider documentary community.

 

Key Responsibilities:

Strategy

  • Supports the development and implementation of strategic communication initiatives to both internal and external audiences

  • Helps Identify, develop and implement communications strategies to nurture and grow IDA’s documentary community

  • Works closely and collaboratively with colleagues across the organization to provide communications support

  • Assists with updates, analysis, and optimization of IDA digital communications platforms

  • Brainstorms social campaigns and content strategy

  • Researches ongoing updates to social media platforms and emerging technology trends

Communications

  • Assists in creating winning social media content, engages with audience and responds to inquiries and comments. Monitors and identify opportunities to participant in relevant social discussions within the documentary community

  • Supports IDA programs and events on social media through live-tweeting and Facebook Live

  • Prepares monthly social media and email metrics reports

  • Tracks, proposes, and writes stories that lift the visibility of the organization

  • Assists in developing copy for program and event marketing

  • Drafts emails, including the weekly digest, event invitations, newsletters, and sponsored advertisements

  • Examines and organizes all incoming asset deliverables for advertisements, events and grantees promotion. Ensuring completion, image size and quality, and adherence to set guidelines

  • Provides general website administration support including updating content and publishing editorial articles

  • Implements digital advertising on documentary.org through Revive Adserver

  • Ensures email contact lists are up-to-date post each event

  • Oversees and activate communication inclusions in organizational agreements and required grants

  • Maintains and organize organization’s photo and video library

  • Liaises with external vendors in development of printed collaterals

  • Coordinate video production and assist with post production for video content

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Competencies:

  • Ability to quickly adapt and learn new platforms and tools

  • Keen eye for design, visual details and accuracy

  • Strong attention to detail

  • Reliable self-starter who takes initiative, sets and responds to priorities, drives work forward and sees projects through to completion

  • Diligent and able to independently manage time, prioritize tasks, and meet goals and deadlines consistently

  • Excellent communication and creative problem-solving skills

  • Enjoys working with diverse multi-functional teams

  • Professional, helpful and diplomatic demeanor

  • Commitment to personal and professional development, including willingness to accept and act on feedback

Qualifications:

  • Bachelor’s degree in writing, film, communications, marketing, public relations preferred. Equivalent work experience in a relevant field will be considered

  • Minimum 2+ years experience in communications in a professional environment, ideally with a nonprofit or arts organization

  • A compelling and effective storyteller with excellent writing skills, including the ability to draft event, social media, and blog posts to various audiences

  • Demonstrated interest in film and/or nonprofit work and a passion for documentary film highly valued

  • Tech savvy with strong computer skills, including demonstrated proficiency in MS Office Suite, Google Apps, HTML, and CSS

  • Proven proficiency with digital platforms: email marketing (e.g. Constant Contact or MailChimp), social media (e.g. Facebook, Twitter, Instagram, LinkedIn, Youtube), CMS (e.g. Drupal, WordPress, Joomla), events management (e.g. Eventbrite or Splash)

  • Basic experience with photo editing software (Adobe Photoshop, Illustrator, Animate) strongly preferred

  • Experience with video editing software (e.g. Adobe Spark, Final Cut Pro, Adobe Premiere or VEGAS Pro) strongly prefered

 

How to Apply: Please fill out this form, upload your cover letter, resume, and writing samples of previous work (E.g. blog posts, social media posts, advocacy appeals, marketing materials). No phone calls or drop-ins, please. Application accepted on a rolling basis.


Administrative Assistant

 

Type: Exempt
Employment Status: Part-Time, 24 hours/wk
Reports to: Accounting and Administration Manager
Salary Range: $18-20/hr

POSITION PURPOSE: The Administrative Assistant serves as a critical point person and general support for all IDA staff on office and administrative needs and questions. They are a helpful, accessible resource and proactive problem solver, keeping our office running smoothly, supporting our members and constituents, and helping our entire staff in work together productively.

The Administrative Assistant provides direct administrative support to the organization's Executive Director

 

Key Responsibilities will include, but are not limited to:

Reception, Office and Facilities Management:

  • Manage day to day office activities, including picking up mail from the mailroom, receiving and distributing deliveries, replenishing supplies, setting up meetings, and providing general administrative assistance

  • Manage and maintain the reception area, greet guests and visitors, direct incoming calls, and respond to questions from the members and the public about IDA and our programs

  • Update and distribute IDA Staff Directory and maintain the internal staff calendar, IDA letterhead, and office forms

  • Maintain office supplies inventory, proactively checking stock to determine inventory levels, anticipating needed supplies, placing orders for supplies, verifying receipt of supplies, etc.

  • Together with the Accounting and Administration Manager, research and inform vendor selection and manage ongoing contracts and relationships with office services vendors.

  • Coordinate with building and outside IT firm on a variety of technical management tasks including hardware maintenance and replacements, hardware issues, internet issues, phone issues, server connection, etc.

  • Coordinate office equipment purchases and maintenance, calling for repairs and maintaining equipment inventories

  • Manage phone and voicemail systems and arrange for required maintenance

  • Go-to person for building issues and facilities’ day-to-day operations such as distributing building access keys, parking passes, etc.

  • Serve as the point person for shopping and office errands

  • Responsible for general office upkeep and light housekeeping of kitchen and office common areas as needed

Executive Administrative Support:

  • Coordinate Executive Director’s schedule and maintain office and executive calendars

  • Assist executive staff with travel and hotel accommodations, transportation and related activities

  • Maintain stock of printed literature, company packets, etc. for Executive Director’s use

  • Manage receipts and prepare Executive Director’s expense reports

  • Assist Executive Director with other administrative tasks as requested

Finance, Operations, and HR Support:

  • Assist with the weekly Check Run including coordinating signatures and mailing checks to Vendors

  • Open mail, deposit incoming checks and coordinate completion of revenue allocation forms

  • Format and post job announcements

  • Partner with HR and Hiring Managers to orient and onboard new hires

Meeting and Event Support:

  • Coordinate, set up and provide support for meetings and events including Board of Directors and Committee meetings, bi-weekly Staff, and Senior Staff meetings

  • Lead scheduling for all organizational meetings and outside space bookings

  • Lead technical meeting setups (Zoom, skype, etc.) and provide staff training and support on the use of these technologies

  • Work with Executive Director and Board of Directors to set Board meetings and to prepare, proofread, copy and collate Board meeting packets, and maintain files

  • Provide occasional support for evening events and programs which take place at the IDA offices. (extended hours, including occasional overtime, with appropriate notice, may be required)

  • Assist at special events and pitch in on major IDA programs, projects and initiatives as needed (extended hours, including occasional overtime, with appropriate notice, may be required)

Competencies:

  • Self-directed learner

  • Extremely organized and skilled at task and time management

  • Detail oriented with excellent follow through

  • Professional manner and service minded positive can-do attitude

  • Skilled communicator who is not afraid to ask questions and seek the context and clarification needed to make good decisions

  • Excellent business writing/communication and editing skills

  • Adept at anticipating issues and jumping in to solve problems proactively

  • Tech savvy, with the ability to learn new programs and applications quickly and seek and implement technological solutions to improve workflow

  • Flexible and collaborative, willing to pitch in wherever needs arise

  • Able to handle confidential information with discretion

Qualifications:

  • Excellent computer skills including proficiency in all Microsoft Office and Google G Suite applications required

  • Experience with zoom or other meeting management applications and project management applications such as asana is a plus

  • Previous experience supporting executive staff is highly valued

  • Demonstrated interest in film/media and nonprofit work is a big plus

  • BA or equivalent work experience

  • 2+ years work experience in an office environment

  • Proven experience working in an environment requiring reliability, initiative, and resourcefulness

  • Able to lift up to 25 lbs. and be on your feet for several hours at a time

 

 

How to Apply: Submit here, upload your cover letter and resume. No phone calls or drop-ins, please.


Year-round IDA Internships Opportunities

Interning at the IDA is an excellent way to learn about the world of documentary filmmaking, enhance your skills and build your resume—while supporting a great organization. IDA interns work with the Programs and Events Departments to produce educational programs, the IDA Documentary Screening Series, the IDA Documentary Awards, and DocuDay. As an IDA Intern, you’ll have the opportunity to attend IDA events, interact with some of your favorite filmmakers and grow your production, editing, social media and design skills. Interns must receive school credit. 

For more information about how to become an IDA intern, please contact internship@documentary.org.


IDA is an equal opportunity employer and highly values diversity. We provides equal employment opportunities to all employees and applicants for employment without regard to  sex, race, color, age, national origin, religion, disability, genetic information, marital status, sexual orientation, gender, gender identity or expression, pregnancy or maternity, veteran status, or any other status protected by applicable national, federal, state or local law.