Program Coordinator

2 weeks ago

los angeles, United States Cypress HCM Full time

Program Coordinator, CTD BTL, 1321-1


For all programs that fall under the Next Up umbrella, which currently includes: Next Up I.A.T.S.E. Training Program, Next Up PATH Program, Next Up VFX PA Program and other administrative duties/projects as needed. This list of programs is subject to change as the Creative Talent Development slate of programs evolves and may include programs beyond the Next Up umbrella.


Administrative

· Create and keep up-to-date the Next Up Program folders on the Google Drive

· Create and keep up-to-date the Next Up Program templates, forms, documents, and trackers (i.e. intern tracker, budget tracker, sourcing orgs tracker, IA training programs tracker, etc.)

· Create and maintain a calendar of all Next Up Program related key dates

· Schedule all Next Up Program related syncs

· Under the supervision of the Program Manager, plan all Next Up Program related events.

· Process all Next Up Program related invoices for payment, with approval from the Program Manager.

· Set up any Next Up Program related vendors.

· Add any Next Up Program bill backs to the reclass tracker for Content Accounting and FinOps.

· Assist with the above duties for other BTL and ATL programs as needed.

· Ad hoc projects for the Creative talent Development team as needed.


Next Up Programs Focused

Sourcing & Selection

· Source Candidates

· Assist production point of contact and HOD in completing the Sourcing Inquiry Form as needed.

· Ensure that Sourcing Inquiry Form responses are received correctly (i.e. they auto populate the Airtable w/o errors).

Select Candidates - Two Phase Interview

· Phase 1: Interviews

o Sends the candidate list and resumes to Production Management for initial vetting, when requested.

o Schedule interviews with the candidates and:

§ CTD Program Manager

§ Production Management, requested

o After the interviews, share the shortlist of candidates with the production’s point of contact for the Next Up I.A.T.S.E to then share with the appropriate HODs for consideration.

§ Note: Considerations for selection should be based on skills, experience, career aspirations, and challenges entering the industry


Hiring

Job Offer and Acceptance

· Send the candidate an official “Acceptance/Welcome Letter” welcoming them to the Next Up I.A.T.S.E. Training Program and providing them with the “Intern Onboarding Memo” (copying Production Management, Production HR and Labor)

· Add the selected candidate and their supervisor’s information to the Intern tracker


Onboarding

CTD Create and Distribute a Copy of The Participants Onboarding Memo

· An Intern Onboarding Memo should be distributed to the Interns in response to their acceptance of the offer via email including contact information for their specific Supervisor.

· Intern Onboarding Memo

o Respect@ training with HR

o First day of work & set etiquette

o Details on I&D collection

o Online learning modules “From Script to Screen: The ABC’s of How Content Gets Made”

o A training plan outline

o Submitting Feedback

o Expectations (warning, travel, etc.)

Create and distribute a copy of the Induction Itinerary

· Once all events are confirmed and scheduled, distribute via email to the Interns. (insert doc. link)

· Checklist of trainings:

o Classroom Training

o Inclusion Training (during induction)

o Expectation Talk / Orientation (during induction)

o Welcome Pack (ensure it’s distributed)

o Department Tours

o Internal visit and intros. to Interns

Create copies of Individual Intern Plan Documents

· Each Intern should have a plan, created with their supervisor, to think about Specific, Measurable, Attainable, Relevant and Time based (SMART) goals to achieve during their placement.

· Create a copy of this document per individual Intern and amend where appropriate.

· All Intern plans should be saved in an Intern Plan folder.

· Share each Intern plan with the individual Intern and their supervisor to fill in the live document. These should not be printed nor filled in by hand.

Review Individual Intern Plans

· TBD to review the individual Intern plans once completed and flag any issues.

Create and share copies of End of Episode/Block HOD Feedback Form

· This HOD feedback form should be shared with the HODs at the end of each episode/block, and should not be anonymous.

· This Intern feedback form should be shared with the Intern at the end of each episode/block, and should be anonymous.

· For productions without blocks or episodes, the “End of Block” is defined as the end of each set of 30 days, or at wrap for shoots less than 30 days.

Create copy of End of Production Feedback Form

· This should be shared with the Interns at the end of production. This Intern feedback form should be anonymous.

Ongoing Participant Support / Tracking

· Track Participant work days toward union membership

· Maintain alignment with the Sourcing Org regarding the tracking of days needed for union membership

· Schedule bi-weekly and/or monthly calls with studio & production point of contact to obtain updates and address any issues. Updates to include:

o Participant Updates

o HOD and/or Crew Updates


Wrap

Distribute the Final Feedback Form

· Distribute the End of Production Feedback Form

· This form should be shared with the Interns at the end of production, and should be anonymous.

o Distribute Post Mortem Doc

§ This document should be shared with

Set up Final Review Sync (as needed)

The purpose of the sync is to verbally share feedback to include learnings and how to best improve these pathway programs and build greater alignment between all key stakeholders:

· Interns

· Production Management

· Production H

· Creative Talent Development

· Labor



Pay Rate Range:


· $25-30/hr.

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