Film Coordinator

Film Coordinator – Berkeley Art Museum and Pacific Film Archive (BAMPFA)
Position Summary

The Film Coordinator plays a key role in the planning, execution, and technical management of BAMPFA’s year-round film exhibition program. This position oversees technical rehearsals, coordinates film and digital media logistics, manages guest artist support, and ensures the highest quality presentation of films in both the Barbro Osher Theater and Theater Two.

Reporting to the Director of Film and Senior Film Curator, the Film Coordinator also serves as a primary point of contact for logistics for projectionists, A/V staff, curators, and external partners, troubleshooting technical issues, maintaining accurate records, and coordinating complex shipping and archival processes. In addition to responsibilities at the museum in Berkeley, this position spends one day per week in BAMPFA’s Richmond film vault, working closely with the Film Archivist to support preservation, cataloging, and archival preparation of the collection.

This role requires a combination of technical expertise, organizational skill, and interpersonal dexterity, with the ability to manage multiple projects, maintain attention to detail, and provide a professional experience for visiting artists and audiences alike.

Film Program Technical Coordination

• Manages all technical rehearsals and public programs.
• Serves as Program Manager for events in the Barbro Osher Theater.
• Convenes technical production meetings with curators and A/V staff; prepares and distributes technical documentation for each program season.
• Schedules all Barbro Osher Theater rehearsals and ensures accurate and current technical information is shared internally and with external partners.
• When acting as Theater Manager, ensures optimal sound and image quality in screenings; communicates adjustments to projection staff.
• Resolves technical issues with digital formats, DCPs, or archival prints by liaising with distributors or securing alternate materials.
• Examines incoming film materials for print condition, format, and discrepancies; requests and tracks full inspections by projectionists.
• Oversees special technical projects, including electronic titling and translations.
• Provides occasional film introductions in the absence of curators.
• Supports expanded technical coordination for Theater Two and the Outdoor LED Screen as needed.

Guest Artist & Public Program Support

• Under the guidance of curators and leadership, and at times in coordination with the Development office, plans and organizes guest dinners and social events for more than 125 visiting artists annually.
• Manages logistics for film program guests, including travel, accommodations, honoraria, and hospitality.
• Conducts research and books complex international and domestic travel.
• Coordinates with the Business Office to process honoraria and vendor forms.
• Serves as a primary point of contact and host for international visitors, ensuring a positive guest experience.
• Prepares and tracks Speaker Release Forms; documents guest participation with photos.

Film & Media Logistics (Print Traffic & Shipping)

• Oversees all inbound and outbound shipments of film and media, ensuring accurate documentation in departmental databases.
• Develops comprehensive shipping plans for festivals, tours, and multi-venue events; collaborates with partner venues to reduce costs.
• Researches shipping vendors, negotiates rates, and monitors expenses.
• Reviews and reconciles shipping invoices, resolving discrepancies with vendors.
• Provides cross-training and coverage for departmental correspondence related to print traffic.

Administration, Data, and Communications

• Creates and maintains File Maker Pro database records for film bookings, formats, rental rates, rights, and guest logistics.
• Coordinates with internal departments (Security, Business Office, Communications, Visitor Services, Development) to ensure smooth film program operations.
• Purchases special materials and equipment to support program activities.
• Proofreads the BAMPFA program guide and digital theater slides; inputs film programming into bampfa.org and formats stills for the web.
• Liaises with A/V…