Program Coordinator for Baltimore Youth Film Arts

The Baltimore Youth Film Arts Program is a grant-funded affiliate program of the Krieger School of Arts and Sciences at Johns Hopkins University. It offers free filmmaking and photography workshops to Baltimore youth ages 16 to 29, and shares student fellow work through public screenings and the website: filmartsbaltimore.org. We are seeking a Program Coordinator for Baltimore Youth Film Arts to support FMS faculty in administering the program and must be fully devoted to the mission. Extensive outreach to student fellows and their families, and to partnering organizations, is required. The ideal candidate will have excellent interpersonal skills and be organized, energetic, efficient, and detail-oriented.

This is a grant-funded position that will last six months only. Possibility of some work from home.

A successful application will include a brief cover letter explicitly addressing the applicant’s suitability for the program.

Specific Duties & Responsibilities

Program Administration

• Administering payroll for instructor and teaching assistant salaries (ISRs)
• Process vendor payments, including student fellow stipends (processed as awards), contractor payments, occasional guest honoraria, and other fees for locations, transportation, and event catering.

Workshop support

• Coordinating instructor, teaching assistant, and student fellow contracts (draft using a template; process through DocuSign)
• Monitoring background checks for instructors and assistants (maintain a checklist in cooperation with JHU HR)
• Coordination of student fellow applications and registration (maintain a checklist)
• Coordination of permissions and releases for student fellows, minor and adult (maintain a checklist, follow up on missing permissions and releases)
• Tracking student fellow attendance (monitor instructor attendance sheets)
• Supervising teaching assistants in management of student fellow paperwork.
• Drafting workshop completion certificates, collecting signatures from instructors and P.I.
• Assisting in scheduling of workshops, including identifying and reserving locations.

Outreach

• Maintaining partnerships with community organizations for purposes of recruitment.
• Personal outreach to student fellows from a wide range of backgrounds and with a wide range of social challenges (regular phone calls, email, and text with fellows, their families, and their counselors)

Events

• Assisting in virtual and in-person event planning, 1-3 times per year, including scheduling rooms for screenings, booking caterer and planning menus, promoting events via social networking sites, designing and sending invitations, designing programs.
• Identifying and hiring JHU student and BYFA student fellow support staff.
• Supervising weekend events, including day-of oversight of caterer, exhibition installation, film screenings.

Exhibition of Student Fellow Work

• Reviewing, editing, printing, and producing films and photographs for display.
• Maintaining Facebook and Instagram pages.
• Promoting events through local news agencies and within the university.

Equipment

• Coordinating instructor equipment requests.
• Supervising equipment cage and checkout system, troubleshooting equipment problems.
• Receiving, labeling, and maintaining equipment.

Office Support

• Assisting in hiring part-time JHU student office assistants.
• Training and supervising office assistants; maintaining time sheets.

Special Knowledge, Skills, & Abilities

• Strong interpersonal skills.
• Strong organizational skills.
• Strong communication skills, oral and written.
• Experience in film and photographic arts a plus.
• Experience with editing software a plus (Adobe Creative Cloud)

Level of Independent Decision Making

• Comfortable with high degree of responsibility; final decisions will be made with PI oversight.

Physical Requirements 

• Delivery and pick-up of equipment to student fellows, transporting and arranging event materials including display easels, equipment, and fellow artwork; onsite supervision of film and photography equipment.

Supervisory Responsibility 

• Assist in supervising undergraduate student teaching assistants and office assistants; about 3 student workers per session.
• Assist in supervising instructors.

Budget Authority