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Senior Specialist of Production & Operations, Oral History Projects

Reporting to the Director of Oral History Projects, the Sr. Specialist of Production & Operations will contribute to a world-class oral history production and archiving initiative by being the primary contact for all production and post-production related activities and projects. We are seeking a creative and strategic thinker with proven understanding of non-narrative filmmaking including inclusion of a diversity of voices and perspectives. In collaboration with the Academy Museum team and stakeholders across the organization, this individual will produce a yearly slate of long-form Visual History interviews with filmmakers locally, nationally and internationally. The candidate will also provide support and guidance over production and operations for the department, with special emphasis on video post-production workflows. They will collaborate with the Academy Museum and external partners on organizationally diverse projects and tight deadlines. The oversight of this position also includes department administration and office management, as well as project management for departmental activities.

The ideal candidate for this role is a skilled project manager, with advanced communication skills for variety of stakeholders; is passionate about oral history, film history, education; and is committed to capturing and sharing stories for broad audiences.

Duties and Responsibilities

  • Produce 15-35 newly created long-form Visual History interviews per year
  • In collaboration with Oral History Projects Director, plan an annual production schedule, review and adjust the schedule according to budgets, talent schedules, curatorial priorities, and crew production trips nationally and internationally
  • Manage production crew and contractors (researchers, interviewers, and crew), ensuring that current and consistent operating procedures are followed
  • Schedule and book interview locations, travel and crew nationally and internationally
  • Coordinate with interviewees on interview scheduling and preparation
  • Serve as a primary point of contact with vendors and contractors
  • Keep up to date with current film industry and oral history production practices, policies and procedures (e.g. health and safety)
  • Research, determine and implement workflow process and aesthetic improvements for video productions
  • Support and coordinate fluid communication between internal departments, talent, as well as external partners
  • Collaborate with and guide outside vendors in post-production tasks and manage deadlines (video editing, color correction, etc)
  • Create and track production schedules and ensure milestones are being met by teams
  • Train and supervise production Intern(s) and participate in onboarding and training sessions with archival interns
  • Records management - oversee use of production database in Airtable, used to track production status, priority interviewees and recommended interviewees
  • Ensure operation of equipment and make decisions about equipment use, maintenance, modification and procurement
  • Document and update internal and collaborative production and post-production workflows and best practices
  • Present and represent the department and the Academy at conferences and/or on panels, such as the Oral History Association (OHA)
  • Oversee the project management of Visual History Program interview edits by contract editors and other post-production vendors, for both approval and finalization
  • Serve as project lead for securing approval of interview edits from interviewees
  • Participate in project management and project tracking, oversee post-production deliverables, and QC tracking
  • Assist in maintenance of post-production workflows
  • Contribute to curatorial and content development opportunities that further engagement with and impact of the Academy Foundation and Museum’s programs and exhibitions
  • Coordinate review cycles with stakeholders for short content creation, and oversee the harmonious completion of projects
  • Department Operations
  • Process invoices on a weekly basis to ensure contractors and vendors are paid on time
  • Monitor purchasing, expenses and coordinate budget tracking
  • Maintain an updated interviewee, co-producer, partner, contractor, vendor management database
  • Provide leadership to all areas in the interview pre, production and post workflows and collaborate with the Sr. Archivist on project management of tasks
  • Primary liaison for contractor accounting and administrative needs
  • Coordinate with different departments to achieve optimal work production Academy-wide
  • Participate in annual budgeting process
  • Provide recommendations and suggestions for improvements in any aspects related to increased performance or streamlining operations
  • Assist in the selection and onboarding process of new interns and contractors including helping to screen and interview candidates, as necessary
  • Assist in training new stakeholders and collaborators as necessary and ensure policies and procedures are followed

Qualifications and Requirements:

  • Knowledge of film history, e.g. the art, science, and crafts of filmmaking
  • Competency in the realms of project management, operations, production management, and working with talent
  • Formal education, on-the-job training or experience with the oral history methodology
  • Expertise in video production (preferably with oral history or interview content), preferably with some experience working internationally
  • Exceptional organizational skills and attention to detail
  • Able to work effectively and consistently with minimal supervision
  • Ability to handle tight deadlines and complex situations
  • Strong interpersonal and project management skills and an effective and kind leadership presence
  • Proficient in technology, especially with Microsoft Office and Adobe Creative Suite applications (such as Adobe Premiere), and a working familiarity with database tools such as Airtable
  • Excellent communication and presentation skills
  • Ability to think strategically and plan with the goal of process improvement
  • Ability to establish and maintain cooperative working relationships with Academy staff, oral history project temporaries, Academy members, industry professionals, and vendors
  • Knowledgeable of production software, video production, post-production, lighting, composition, color correction and aesthetics
  • Financial accountability and planning skills
  • Bachelor’s Degree in film production or film history preferred. Master’s Degree preferred, plus 3 years professional production experience