Media Production Coordinator en Biola University

Media Production Coordinator

Position Description
Ensures the smooth, on-time execution of video and photo productions by coordinating schedules, locations, talent, and releases; maintaining project trackers and stakeholder communications; supporting on-set needs; and coordinating staffing (student workers, volunteers, contractors, and other participants) as needed so productions run efficiently from intake to edit lock. Supports Biola Media Enterprises (BME) and all team verticals, including Marketing, Digital Learning, and Biola LEARN.

Alignment with Theological Positions
The person who fills this position must be someone who personally agrees with Biola’s Articles of Faith and who is supportive of the positions taken by Biola as contained in its Statement of Biblical Principles and Eschatology Teaching Position. As such, this person may not speak against or act in a manner inconsistent with these positions during the course of their employment at Biola.

Department
University Communications and Marketing (University Media Production)

Supervisor
This position reports to the Senior Director of Media Production & Strategy.

Educational Requirements
Bachelor’s degree preferred (Film/TV, Communications, Marketing, or related field)

Work Requirements

• Non-exempt (02), full-time – 40 hours/week, 12 months per year
• This position requires personal attendance at Biola’s campus in La Mirada, California, with occasional limited hybrid/flexible arrangements as approved
• Evening/weekend hours as productions and events require; overtime per policy
• Valid driver’s license and insurable driving record (role may involve transporting equipment)

Essential Duties

• BME & Influencer Efforts: Assist the Senior Director in coordination and logistics as needed in support for designated creators (e.g., Sean McDowell social media channels).
• Project Coordination & Scheduling: Build and maintain production timelines; prepare/distribute call sheets and/or relevant communications; run status check-ins; log decisions and change requests in the project management system.
• Location/Talent/Permissions: Scout and book locations; coordinate talent/participants; secure permits/COIs; ensure executed talent releases and any required approvals prior to filming.
• Stakeholder Communications: Serve as day-to-day liaison between internal clients and account partners; set expectations for process and feedback rounds; deliver timely status updates and review links.
• Workforce Support: Partner with managers, supervisors, and producers to coordinate and brief required workforce—student workers, volunteers, contractors, and other participants; assist with shift scheduling and onboarding, time tracking, and required training (checklists, safety, file handling).
• On-Set Production Support: Assist with setup/strike, utility camera or control-room support as needed; facilitate safety briefings; coordinate access/parking and vendor arrivals.
• Systems & Documentation: Keep project trackers, calendars, and asset logs current (e.g., Asana/Airtable, Google Drive, Frame.io); maintain standardized templates (briefs, call sheets, release packets).
• Risk & Compliance: Identify schedule/resource risks early; escalate with options; ensure adherence to university policies (FERPA considerations, filming with minors, chapel/event protocols).
• All other duties as assigned that the supervisor determines are appropriate.

Objective Goals to be Attained

• ≥ 95% of projects meet agreed milestone dates; schedule slippage < 5%.
• 100% of shoots have executed releases and required permits/COIs on file with a goal of ≥ 24 hrs before call time. Exceptions to be cleared by supervisor prior to production dates.
• Workforce coverage ≥ 90% of planned shifts with < 2 no-shows per term.

Required Skills/Qualifications

• Communication: clear, timely written and verbal updates; audience-appropriate explanations for non-production stakeholders.
• Time Management: prioritizes multiple concurrent projects and deadlines.
• Organization & Detail: meticulous with names, titles, dates, and file paths.
• Problem-Solving: anticipates issues; proposes options with trade-offs.
• Adaptability: calm under changing conditions; adjusts plans smoothly.
• Professionalism & Mission Fit: represents Biola graciously with VIPs, alumni, and guests; alignment with institutional mission and standards.
• Calendar & project management proficiency (e.g., Asana or Airtable) and Google Workspace (Gmail, Calendar, Docs, Sheets, Drive, Meet).
• Production logistics: call sheets, shot lists, crew/talent booking, permits/COIs, campus access.
• Release & permissions fundamentals; familiarity with FERPA considerations in filming.
• Comfortable with Frame.io (or similar) for review/approvals.
• Demonstrated proficiency in on-set production, including hands-on operation, and troubleshooting of professional audio, camera, and lighting equipment, with the ability to collaborate effectively with directors, talent, and crew to ensure smooth, high-quality shoot execution.
• Valid driver’s license; ability to safely lift 50 lbs and move production cases; stand/walk for extended periods; occasional ladder use—reasonable accommodations available per ADA.

Other Desired Duties/Skills

• Editing experience (Premiere Pro, DaVinci Resolve, or equivalent) and/or media ingest/transcode.
• Post Support (as bandwidth allows): Prep assemblies/selects; transcode/ingest to expedite editing; edit as needed.
• Basic copywriting for briefs, interview outreach, and status notes.
• Live event or multi-camera experience; control-room familiarity.
• Experience with inventory/checkout systems and simple purchase requests/PO creation.
• Vendor coordination and quote gathering for small rentals or services.