Sharing a common love of anime and Japanese culture!
SPJA is a 501(c)3 non-profit organization dedicated to celebrating and uplifting the unique and deep culture that surrounds Japanese animation. Our roots originated from Cal Animage Alpha, an anime club at UC Berkeley, which co-sponsored the first Anime Expo in 1992, along with its predecessor Anime Con in 1991.
Since then, SPJA has grown exponentially in its endeavors, with Anime Expo becoming the largest anime convention in North America, as well as establishing B2B conference Project Anime, and partnering with World Cosplay Summit to organize its US preliminary. With each unique event we produce, our purpose never strays – we aim to promote, celebrate, and educate the public about Japanese animation, manga, video games, and traditional culture.
What we are looking for: Programming Coordinator
Purpose of this role:
The Programming Coordinator is responsible for the maintenance, coordination, and support of all entertainment, programming, and content needs for SPJA events, including but not limited to: Anime Expo, anime expo chibi, and World Cosplay Summit.
Education/Experience: Bachelor’s degree or 2+ years of event planning/project management.
Functions of this role: The major areas of responsibility include:
· Planning
o Under the supervision of the Vice President of Operations, strategically source, review, and approve scheduling for SPJA events and programming including but not limited to: panels, screenings, workshops, Interactive Events, and Main Events. Must collaborate with other departments to minimize scheduling conflicts and provide for space needs.
o Work closely with the Entertainment Team to develop original content, ideas, and attractions that align with SPJA’s mission. Frame up new ideas for approval by upper management.
o Collaborate and promptly communicate with third-party vendors, industry partners, and other contractors involved with SPJA’s live stream and programs to develop and execute events.
o Create documents such as schedules, floorplans, and venue procedures for various projects.
o Create production timelines and hold vendors and internal team accountable to deadlines.
o Support project execution through streamlined planning, monitoring, communication, and team management. Maximize business opportunities by creating synergies and efficiencies throughout all department of responsibility.
o Develop and maintain trusting, respectful, and professional relationships.
o Understand contract drafting and execution. Able to communicate with contracted parties to ensure project requirements are met.
· Onsite
o Filter requests for all onsite projects in applicable venues and escalate communication to supervisor when necessary. Collaborate with departments such as Marketing, Main Events, and Operations to plan, implement, and complete all events on time and within budget.
o Help manage third-party vendors involved with set-up, execution, and breakdown of all event programming. Serve as a point-of-contact for all day-to-day related issues.
o Provide excellent customer service to all participants, venues, and vendors.
o Assist with supervising all staff, volunteers, and aspects of department including, but not limited to: project timelines, internal and external communication, and SPJA policy enforcement.
· Post-Show:
o Reconcile event data and invoices for accurate reporting and budgetary guidelines.
o Maintain department manuals and other documentation necessary to produce the next occurrence of the Show.
Knowledge and Skills Desired:
· Bachelor’s degree preferred.
· 2+ years event planning.
· Strong communication, ability to support projects, and accountability to get things done.
· Financial skills necessary to generate financials, budget, forecast, variance, and related report in Excel a plus
· Excellent interpersonal skills. Ability to build trust, confidence, and respect of vendors, clients, and stakeholders while working in a professional environment.
· Excellent computer skills, including Microsoft Office and online software programs.
· No commitments to other conventions.
· Must be able to perform required tasks and manage staff at convention away from SPJA office.
· Respect for anime, Japanese culture and its lifestyle, and familiarity with fandom communities is a plus.
Location: The Programming Coordinator will be based in SPJA’s principal office. However, this is a hybrid role which will allow working some days at the office, some from home. This position must also be able to attend off-site meetings, conferences, and events as necessary.
Physical Demands & Work Environment:
· The duties of this position are performed indoors in a business/office setting. The noise level in the work environment is usually moderate to loud during events and minimal during non-event times.
· During convention, this individual must have the ability to stand/walk for up to four hours at a time as there is constant walking required during the convention.
· The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc. Constantly operates a computer and other office machinery, such as a calculator, copier, computer printer, etc.
· The person in this position frequently communicates verbally with coworkers, supervisors and volunteers. Must be able to exchange accurate information in these situations.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and requirements of this position.
Benefits:
SPJA offers a competitive benefits package which includes:
- Medical, Dental, Vision and Life insurance
- Flexible Spending Accounts – Health and Dependent Care
- 401(k) plan with employer match
- Flexible work schedule
- 12 Holidays
- Sick time off
- Paid time off