Production Coordinator

Ball State University

Muncie, IN

ID: 7084997 (Ref.No. BSU26984)
Posted: September 9, 2021
Application Deadline: Open Until Filled

Job Description

Provide administrative support and maintain accurate documentation of the Production unit of University Media Services; work with the Production Manager to coordinate production project process and report status from initial project identification, timeline management, budgetary concerns to finished project billing.

University Media Services provides internal and external clients with impactful and high-quality productions for educational, promotional, and corporate projects. Our state-of-the-art facilities enable our Production staff to continue to learn and grow professionally, and help students learn proper workflows and techniques. The Production Coordinator is a crucial part of the team, by working closely with Production students and the Production Manager to meet our educational mission within the university.

Job Function:

Provide administrative support and maintain accurate documentation of the Production unit of University Media Services; work with the Production Manager to coordinate production project process and report status from initial project identification, timeline management, budgetary concerns to finished project billing.

Minimum Education:

Eighteen months of training or education beyond high school or equivalent.

Minimum Experience:

Over three through five years of related experience. Must possess and maintain a valid driver’s license and be insurable under the university’s auto fleet policy.

Preferred Experience:

Additional years of related experience.

Duties and Responsibilities:

  • Supervise production student employees. Coordinate and assign daily work schedules to ensure classroom recordings are completed in a timely fashion. Coordinate and assign students to assist full-time staff with studio and field projects. Monitor and maintain budget for student employees.
  • Manage student assignments for the front desk reception area. Ensure the position is staffed during office hours and fill in as needed.  Receipt and distribution of mail and deliveries.
  • Act as Kronos manager for UMS. Review and reconcile with Scheduall and UMS absence calendar for UMS staff time sheets.
  • Process UMS requests received through the online request form, enter all necessary information in Scheduall to create the “Project” and forward to the Production Manager for assignment.
  • Maintain Scheduall, create/update client lists, create projects, create reports, generate invoices, and coordinate billing with the Business Manager.
  • Enter staff schedule adjustments into Scheduall and the UMS Absence Calendar for UMS staff, i.e. vacations, sick time, shifted schedules, comp time.
  • Assist Production Manager with monitoring costs, scheduling, budget tracking, and asset management.
  • Coordinate travel and prepare all travel documents, per diems, and other expenses for UMS projects and staff. When UMS FOAPAL is used for travel will need to coordinate with WIPB, IPR and the Digital Corps staff for travel authorization and per diems.  
  • Enter costs and expenses into Scheduall and maintain all supporting documentation to ensure proper billing.  
  • Enter costs and expenses into Scheduall and maintain all supporting documentation to ensure proper billing.  
  • Act as point-of-contact for facilities maintenance needs for UMS offices, studios, and control rooms. Maintain access lists and facilitate/prepare requests for key control, paint, carpenter, and other UMS needs.
  • Coordinate with UMS staff and other authorized users, for vehicle bookings and vehicle key access. Ensure UMS vehicles are maintained in good working order. Coordinate with the university motor pool for repairs and maintenance.  Maintain accurate records of van usage and authorized drivers.
  • Maintain inventory of production equipment and supplies. Coordinate needs with Production Manager and order supplies as necessary.
  • Coordinate and process duplication requests; maintain inventory of media for duplication; process and print labels for media; ensure copyright laws and university procedures are observed.
  • Coordinate and process duplication requests; maintain inventory of media for duplication; process and print labels for media; ensure copyright laws and university procedures are observed.
  • Perform related duties as assigned.
  • Maintain regular and predictable attendance.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.



 

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