SUMMARY OF DUTIES
Supports all studio administration and projects activities. Prepares and coordinates all aspects of projects and studio activities: produces, maintains, updates and verifies accuracy of all contracts, invoices and expense claims associated with studio projects in accordance with NFB standards. Organizes and books all administrative and production travel within the government HRG travel system. Liaises with NFB producers and is key contact with external creators to collect, track and coordinate distribution of necessary documentation, information and materials.
- Prepares and coordinates all stages of Studio projects and activities: participates in meetings for all phases of studio projects with the producer and/or the production supervisor, as applicable; writes all contracts under the direction of the producer and the administrator in accordance with the scale agreements entered into between NFB and with the various guilds, unions and artists associations certified under the Status of the Artist Act; organizes and monitors all travel preparations, including transportation, accommodation, vehicles, excess baggage tickets, advances on travel expenses; processes all expense claims following guidelines established by the NFB;
- Coordinates the Studio’s activities in the post-production phase if needed: ensures follow-up with the teams, technical services, marketing, and other NFB departments for all aspects of project post-production, including generic preparation, and requests for subtitles, identification cards, transcripts, hearing impaired encodings, etc. and verifies these. Performs title code requests for completed projects;
- Prepares rights files under the supervision of the Studio administrator: researches and compiles information, works closely with researchers to follow up on releases, contracts and licenses to sign and pay for music and visual, audio and textual archive records, compiles releases required for the file, and any other relevant documents; completes the required forms;
- Performs the income and expense control procedures: data entry into the NFB financial system, keeps financial commitments up to date, withdraws commitment from completed orders, checks the accuracy and eligibility of charges (especially technical services) and allocation of expenses;
- Produces purchase orders, POs, makes delivery calls, and follows up on them, as well as billing related to the payment stages of contracts, agreements and rentals;
- Explains NFB’s policies and procedures to creators and external collaborators;
- In cooperation with the administrator, monitors commitments; provides assistance to the administrator in year-end financial activities;
- Plans and coordinates equipment shipment requirements for shooting and hard disk logistics as required. Manages and administrates the Studio equipment if needed;
- Manages the Studio’s filming equipment inventory and monitors the loan of this equipment if required;
- Follows best practices for the realization of the project: cleans the digital production files, downloads the final credits, transfers the transcripts in Synchrone, if applicable;
- Occasionally conducts research on the specific project or the industry in general,
- Task Administration for the Studio: Responsible for office purchasing (supplies etc.), preparation and follow-up of payment methods to suppliers and tasks related to building functionality, follow-up with Public Works, maintenance and upkeep of the office equipment. Coordinates the shipping and receiving of internal and external office mail. Develops and maintains an administrative record filing system, including archiving,
- College diploma in Business Administration or Office Automation;
- A minimum of three (3) years of relevant experience or any equivalent combination of training and experience;
- Knowledge of artistic, editorial, technical and administrative activities associated with production of a documentary film, interactive work or animated film;
- Good knowledge of Excel, Word, Oracle Purchase Order/Project Accounting/Accounts Payable modules, HRG Travel system; Smart sheet;
- Good knowledge of basic accounting principles and computerized financial systems;
- Excellent organizational skills and ability to find suitable solutions in stressful situations;
- Proficiency in English is required.
Suitable personal qualities such as good organizational ability, initiative and judgment.
Interested candidates with the above qualifications are invited to apply in writing, including a copy of their résumé to firstname.lastname@example.org , BY June 23, 2017, citing competition number: CM-00021929.
As part of its employment equity policy, the NFB gives special consideration to applications from all qualified candidates belonging to any of the following groups: Indigenous peoples, persons with a disability and visible minorities.
Please note that only applicants selected for an interview will be contacted.