Production Coordinator

Overview

Founded in 1933, Banff Centre for Arts and Creativity is a learning organization built upon an extraordinary legacy of excellence in artistic and creative development. What started as a single course in drama has grown to become the global organization leading in arts, culture, and creativity across dozens of disciplines. From our home in the stunning Canadian Rocky Mountains, Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.

This is a term position to March 31, 2026, with a possibility of extension.

We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nations – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place.

The Opportunity

The Production Coordinator provides the logistical, administrative, operational and production support required for the co-ordination of Banff Centre Media and Production and content capture activities, providing production coordination support for video, audio and media production, postproduction, and music recordings stemming from all departments across Banff Centre and external clients.

This role is responsible for coordinating and facilitating departmental planning and communication for content capture projects, Banff Centre programs and events, ensuring all production elements required for successful delivery are organized ahead of time, and that the operational and logistical production requirements meet the expectations of faculty, participants, project and production leads.

Responsibilities

- Production Scheduling
- With direction from the Technical Producer/Director (TP/D), build projects in Farmers Wife (FW) software (equipment, people, spaces) and track time reporting on programs and projects; produce reports using this software
- Create and maintain production schedules, ensuring deadlines are met, including setup/strike schedules, post-mortems, program support activities, production rentals, and other activities
- Coordinate the workflow of resource request forms and planning spreadsheets both ongoing and annually
- Schedule and coordinate planning and production meetings for Media and Production with internal departments and external partners; arrange and distribute documents in advance for meetings and programs and distribute minutes post meetings
- Negotiate and schedule resource support (equipment, facilities, personnel) for all projects
- Prepares weekly and/or daily productions schedules; distribute and update crew production schedules
- Prepare call sheets, shot lists, and distribute production materials
- Act as the central point of contact between departments, ensuring smooth workflows
- Address last-minute challenges and escalate to management where appropriate
- Ensure proper storage of production files, releases, contracts, and receipts
- Assist in organizing footage, backing up files, and preparing reports
- Coordinate post capture and post partnership related follow-up
- Maintain files on each program/project with all relevant production information
- Compile and prepare documentation and materials required for proposals and/or reports
- Prepare production contracts and agreements, ensuring that legal permissions, permits and intellectual property agreements are signed and in place in advance of production activities
- Researches and secures filming permits
- Prepare weekly content planning spreadsheet with delivery/publishing dates, and maintain a current list of upcoming deadlines for work with Marketing and Communications
- Act as the primary contact for department guests, participants and faculty related to media and production; arranging travel, accommodation and schedules
- Collects and supplies to marketing all Banff Centre website information required for Media and Production presence and promotion
- Prepare quarterly reports, assist with contracts, grant applications and sponsorship from proposal to final reporting and follow-up
- Books space and equipment as required
- Assists with budgeting, coordinates purchase orders, and tracks expenses in accordance with established practices
- Develops and monitors budgets for Media and Production, tracking expenditures through approved tracking systems
- Researches and develops required information for production budgets, including sourcing quotes from vendors
- Coordinates activities related to accounts payables and the timely payment of invoices, creation of purchase orders, cheque requisitions, petty cash vouchers, and client A/R adjustment forms in accordance with established practices
- Processes payments for crew, vendors; submits expense claims and ensures accurate tracking in regard to established budgets
- Acts as key liaison with all participants, faculty; and facilitates communication with other Banff Centre departments
- Greets arriving clients/participants and orients them to the program spaces
- Liaises with clients, participants and production/technical crew during pre-production, production and post production
- Communicates on a regular basis with the main contacts on programs both internally and externally regarding, e.g., ask/answer questions, and provides follow-up on production commitments and schedules
- Effectively communicates and problem-solves issues and concerns
- Maintains excellent internal communications with all Banff Centre departments to ensure program delivery expectations are met
- Communicates with all Banff Centre departments including technical services, program services, hospitality, custodial, and front desk in order to coordinate the set-up and meet ongoing logistical requirements that are required for individual Banff Centre programs and events
- Provides exceptional customer service delivery when seeking solutions to problems and in all dealings with internal or external clients, artists / participants, employees, resident guests, or public

Qualifications

- Degree or Diploma in Film/Media/Television, or equivalent professional experience
- Minimum 5 years’ experience working within a media video production environment
- Ability to work independently, problem-solve responsibly, and communicate effectively, while working cohesively within a dynamic team
- Strong analytical, writing, scheduling, and interpersonal skills; able to work effectively within an artistic environment requiring flexible solutions
- Ability to think and act quickly and responsibly with a broad range of artists
- Experience in music recording/engineering is an asset
- Special Requirements: Due to the nature of the job, this position requires the candidate to be available to work a flexible, irregular schedule and weekends

Employment Terms and Benefits

- In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500 hour probationary period
- This position pays $24.45 to $28.69 per hour working up to 40 hours per week on a rotating schedule
- Transitional Staff housing options (based on availability)
- Employee Assistance Program
- Professional Development
- Staff cafeteria and restaurant discounts
- Onsite fitness facility at a discounted rate – first month free for new staff

How to Apply

Application Process

- To apply, please visit: https://phe.tbe.taleo.net/phe02/ats/careers/v2/viewRequisition?org=BANFFCENTRE&cws=39&rid=5654

- We are accepting applications for the Production Coordinator position until a suitable candidate is found.

- Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.

- Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.

BC Alliance for Arts + Culture Statement: The BC Alliance for Arts + Culture is honoured to work on the traditional, unceded territories of the Coast Salish peoples of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaɬ (Tsleil-Waututh) Nations, and 240 other Indigenous communities across BC.

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