Production Coordinator

THEATER PROD SPEC 2 (006144)

UCPath Position ID: TBD_1000179

Position Description History/Status

Approved Date:

8/5/2026 5:02:13 PM

Date Last Edited:

8/5/2026 5:02:09 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1220O

Organization:

SCHOOL OF THEATER, FILM & TELEVISION   

Division Code:

1221D

Division:

THEATER, FILM & TV DIV                 

Department:

046200 - DEAN THEATER, FILM & TV

Position Details

UCPath Position Number:

TBD_1000179

Position Description ID

262979

UC Payroll Title:

THEATER PROD SPEC 2 (006144)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

1 - Staff: Contract

Full-Time Equivalent (FTE)

0.1

SUPERVISION

UCPath Reports to Position Number:

40297894

Reports to Payroll Title:

Dean, School of Theater, Film and Television

UCPath Department Head Position Number:

40297894

Department Head Payroll Title:

Dean, School of Theater, Film and Television

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

0

POSITION SUMMARY

Serves as the operational coordinator for film productions, managing all phases of projects from development through distribution in support of the Dean's creative vision. Oversees production schedules, budgets, contracts, hiring, travel logistics, legal clearances, fundraising support, marketing, and film festival distribution, ensuring projects are completed on schedule, within budget, and in compliance with University policies. Collaborates with faculty leadership, University administrative units, production crews, funders, and external partners to resolve complex production challenges, supervise student employees and production support staff, and cultivate relationships that advance the successful completion, promotion, and distribution of film projects.

At the UCLA School of Theater, Film and Television we are committed to being a world-renowned interdisciplinary professional hub, dedicated to cultivating exceptional humanistic storytellers, trailblazing industry leaders, and insightful scholars. Rooted in our rich heritage as a top-tier entertainment and performing arts institution, we champion diverse and innovative voices that have the power to enlighten, captivate, and usher in transformative change for a brighter future. By seamlessly blending the study and creation of live performance, film, television, and the digital arts through our groundbreaking curriculum, we offer not just education, but experiences. We take pride in our doctoral pursuits in theater, performance studies, cinema, and media studies. Our mission is to inspire, engage, and challenge the next generation of entertainment and academic leaders to create a more inspired and inclusive world.

Overall and Pre-Production

Create and manage all production folders and files

Research and lock high-level production needs and costs

Create and manage complex production, post-production and distribution/marketing schedules and timelines

Create and update film budget with changing production needs

Advise Dean (director/producer) and crew on unexpected production changes

Find and implement changes and creative solutions within UCLA policies and procedures

Organize and implement fundraising events and materials as needed

Communicate with funders and Executive Producers about proposals and timelines as needed

Lead all crew with preparation for production, ensuring all equipment, travel, food, lodging, set-up logistics are ready for production

40%

Recruit, interview and hire all crew, ensuring deal memos and rates are negotiated and secured legally and ethically

Collaborate with TFT HR, Business and Finance teams to hire crew within UCLA policies and procedures

Secure production insurance and workers compensation for production and crew, collaborating with insurance brokers, ensuring all legal needs are met

Communicate generously with interviewees/participants to guide them through pre-production and production processes, including securing releases and coordinating schedules

Communicate tactfully with location representatives or regional film offices, including securing location permission, permits and releases

Communicate with crew, interviewees/participants, locations, TFT staff on changing production needs

0%

Create and implement a safety plan for production

Collaborate with Dean’s team, including Associate Dean and CAO on high-level needs

Collaborate with Dean’s Executive Assistant and to schedule meetings with the Dean and all crew throughout pre-production

Collaborate with TFT Business and Finance teams and UCLA Travel Center to book travel and hotel for crew

Collaborate with TFT Business and Finance teams for reimbursements within UCLA policies and procedures

Manage and guide graduate student production coordinator through out the entire process

Manage credits list of all crew, interviewees/participants, funders and other supporters

0%

Production

Manage on location production, ensuring all crew, interviewees/participants, other stakeholders are aligned to create a smooth and safe production

Manage production timeline, ensuring production stays on time and on task

Find and implement solutions when issues arise during production

Arrange meals, snacks, beverages based on crew and interviewees/participants food restrictions

Support camera and sound teams during production as camera operator or assistant, sound recordist, G&E, DIT as needed

Support Dean (director/producer) with anything that is needed to ensure a smooth production

Manage mailing and location of hard drives, footage and assets

30%

Post-Production

Manage post-production timelines and footage/assets

Manage all post-production crew, including editor, assistant editor, advisors, colorist, post sound designer/mixer, offline editor

Find and implement solutions legally and ethically

Maintain confidentiality of all aspects of the film until it’s ready for marketing and distribution

Collect and scan family and archival materials

Research and obtain permission, licensing and clearance from copyright owners for all archival, family footage and intellectual property

Collaborate with legal consultant to ensure all licensing and clearance for defamation, third party elements, privacy issues

Collaborate with Dean’s Executive Assistant to schedule work sessions with Dean (director/producer), myself and post-production crew

15%

Lock credits with approved names and titles, and subtitles and captions as needed

Advise Dean with story notes as needed

0%

Marketing and Distribution

Secure all formats of completed film and trailer, including DCP and digital files

Manage private screeners and dissemination of film files

Collaborate with Dean’s Communications team, campus Strategic Communications, external press and media teams for marketing, press and promotion of the film

Create EPK and press kit

Manage and guide marketing and distribution student workers

Manage and implement communications and social media plans, content, analysis with student workers

Research and manage film festival spreadsheet and FilmFreeway

Submit to film festivals within deadlines

Organize and implement preview, donor and fundraising screenings

Manage and send film deliverables for in-person and virtual film festivals and other screenings, working with event staff and projectionists

15%

Collaborate with website designer for film website and updates, including adding film festival screening and award laurels

Collaborate with distribution and marketing consultants as needed

0%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's degree in related area and / or equivalent experience / training

Required

Knowledge of the entertainment industry related to film, television, theater, digital media, and animation is required.

Required

Highly computer literate-extensive experience utilizing Microsoft Office, including Word, Excel, Power Point and Outlook, and familiar with internet-based research applications, and graphics programs.

Required

Ability to work independently, organize work, set priorities that accurately reflect the relative importance of job responsibilities, handle several projects simultaneously, and adapt to fluctuating workload, frequent schedule changes, and interruptions.

Required

Ability to take initiative to follow through on assignments in a timely fashion with minimal supervision.

Required

Ability to maintain confidential and sensitive information with tact and discretion.

Required

Demonstrated excellent interpersonal skills to interact effectively, diplomatically, and cooperatively with high volume of administrators, faculty, staff members, students, vendors, members of the news media and the general public from diverse cultures.

Required

Ability to analyze situations and/or information, identify problems, propose alternative solutions, and/or problem solving as needed.

Required

Demonstrated experience with project management, and the ability to maintain timelines and keep production timely and within budget.

Required

Collaborate with legal consultant to ensure all licensing and clearance for defamation, third party elements, privacy issues.

Required

Collaborate with TFT HR, Business and Finance teams to hire crew within UCLA policies and procedures.

Required

Experience securing production insurance and workers compensation for production and crew, collaborating with insurance brokers, and ensuring all legal needs are met.

Required

Collaborate with distribution and marketing consultants as needed, and website designer for film website and updates, including adding film festival screening and award laurels.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

5%

Travel may be required to be on-site at film shoots and for film festivals.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

102 E Melnitz

•

Office equipment including laptop, printer, and copier, etc.

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.