Programming Operations Manager
/Organization:
The Documentary Media Society - DOXA Documentary Film Festival
Deadline:
Jan. 20, 2025
Organization Description:
DOXA Documentary Film Festival is a community-oriented arts organization showcasing the best in Canadian and international documentaries. The annual 11-day festival celebrates the art of documentary filmmaking, offering engaging discussions, Justice Forum programs, Rated Y for Youth initiatives, and more.
Website:
Job Description:
We are seeking a Programming Operations Manager to join our dynamic team for the 2025 festival season (May 1–11, 2025). This is a pivotal role assisting in the finalization of the festival program, liaising with filmmakers and distributors, and shaping a meaningful experience for our audiences.
Responsibilities:
1. Programming Coordination
Lock the 2025 Festival Programming: Collaborate with the Programming Committee to lock the final film lineup for the 2025 festival. Watch and evaluate the Programming Committee's top picks, which include approximately 30-40 films in Jan and early Feb (both features and shorts).
Facilitate Final Key Meetings: Organize, attend, and moderate the final hybrid (in-person & online) Screening and Programming Committee meetings at The Post during the first week of February.
Program Selection for Justice Forum and Rated Y: Coordinate with the Programming Committee team to finalize films for Justice Forum and Rated Y programs.
Spotlights Delivery Oversight: Ensure the external Programming Consultant delivers the finalized Spotlight selections on time, adhering to deadlines for program book production and overall festival scheduling.
2. Film Logistics and Operations
Film Acquisition and Negotiation: Contact distributors and filmmakers to secure film rights, negotiate screening fees, and manage contractual agreements.
Fee Tracking: Maintain clear records of negotiated fees and payment schedules for distributors and filmmakers.
Oversee Submission Management: Ensure the Programming Coordinator updates the status of films on FilmFreeway and maintains accurate records.
Guest Coordination Support: Provide guidance to the Hospitality Manager by sharing all necessary information about visiting filmmakers and panelists, including their schedules, the films they are representing, and other relevant details. Ensure the Hospitality Manager has the required information to manage travel, accommodation, and hospitality logistics effectively.
Film Materials and Print Traffic: Oversee the Programming Coordinator in tracking and managing the delivery of film materials, including print traffic and submission deadlines, in collaboration with the Print Traffic Coordinator. Ensure all deadlines are met and materials are correctly prepared for the festival.
Database Management: Supervise the Programming Coordinator in maintaining and updating the filmmaker and film database. Provide oversight to ensure all information is accurate, organized, and accessible for festival operations.
Festival Program Scheduling: Prepare the festival program schedule in collaboration with both the Managing Director and the Operations Manager, ensuring alignment with budgetary constraints, venue capacities, and operational capabilities.
3. Program Book and Website Editorial
Film Notes Writing and Editing: Write 20 - 30 film notes for the program book and assist with editing the program book and related website pages to ensure clarity and cohesion.
Volunteer (Writers) Coordination: Coordinate with a team of volunteers from the Screening and Programming Committee to support the writing of film notes for the program book.
Film Materials Collection: Oversee the Programming Coordinator's work in collecting essential film materials, including stills, bios, and production details, ensuring collaboration with the Communications team to verify the accuracy and completeness of all content for publication.
Proofreading Oversight: Coordinate with the Communications Manager to review and proofread program book content for accuracy and clarity.
Web & Program Book Content Management: Oversee the Programming Coordinator in managing all film-related content for the festival website and program book, ensuring synopses, credits, countries, names, premiere status, and screening details are accurately entered. Perform a final review to double-check all content for accuracy and alignment with the final program.
Timeline Management: Track deadlines for all editorial tasks to align with program book production and launch schedules.
4. Festival Event Coordination
Filmmaker Q&As and Discussions: Organize and moderate filmmaker Q&A sessions, post-screening discussions, and Justice Forum panel events. Coordinate volunteer moderators and assign them to the films.
Community Collaboration: Collaborate with community groups to support Justice Forum and Rated Y panelists, ensuring meaningful and diverse discussions that resonate with the festival's themes.
Panelists, Speakers, and Jurors: Identify and secure panelists, speakers, and jurors for various festival programs and awards, ensuring a well-rounded and knowledgeable representation.
Panelist/Moderator Preparation: Provide panelists and moderators with briefing materials, including screener links and context about the films.
Awards Process Coordination: Oversee jury deliberations and the awards process, including liaising with jurors, coordinating results, and ensuring a smooth and transparent awards announcement process.
5. General Coordination and Team Leadership
Team Oversight and Collaboration: Work with the Managing Director to oversee Programming contract staff, which may include the Programming or Industry Coordinator and Hospitality + Events Coordinator, ensuring their tasks are aligned with festival goals and timelines.
Programming Coordinator Management: Directly manage the Programming Coordinator, delegating tasks as needed and ensuring their responsibilities align with this job description, in consultation with the Managing Director.
Record-Keeping: Maintain detailed and accurate records to ensure organizational continuity and facilitate knowledge transfer.
Final Report Preparation: Compile a thorough post-festival report that includes timelines, task breakdowns, and actionable recommendations for future festivals.
Partnership Engagement: Support sponsorship and partner meetings in collaboration with the Managing Director and Development Manager to foster and maintain relationships with stakeholders.
Qualifications:
Proven experience in film programming, event coordination, or arts management.
Strong creative or literature-based writing skills, particularly for crafting insightful and engaging film notes.
Strong organizational and multitasking skills, with an ability to meet deadlines in a fast-paced environment.
Excellent communication skills, both written and verbal, with experience writing for public audiences (e.g., program notes).
Knowledge of the documentary film landscape and passion for storytelling.
Ability to work collaboratively with a diverse team of staff, volunteers, and community partners.
Experience coordinating panel discussions, Q&As, or similar events is an asset.
How to Apply:
Please send resume and cover letter to hr@doxafestival.ca with the title of the position you are applying for and your name in the subject line
Remuneration:
Position Type: Full-Time Seasonal Contract Period: Jan - May 2025 / 35 hours per week Hourly rate: $28 to $30 per hour, depending on experience
Contact Name: Arnaud Menindes
Contact Email: hr@doxafestival.ca
