Program Production Coordinator

JOB CLASS
:
Full-time, Hourly, Year-round with benefit

REPORTS TO
:
Director of Programs & Educational Effectiveness

COMPENSATIONS
: $20 hourly, 30-40 hours per week

(This is NOT a remote position)

The 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.

• Coordinate 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.

• Support 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.

• Facilitate program-related administrative processes, including:
• Faculty contracts and teaching assistant deal memos
• Certificate of insurance requests
• Disbursement and reimbursement forms
• Faculty and teaching assistant communications
• Maintain 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.
• Provid…