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Program Coordinator

American Humane seeks a highly-motivated self-starter with superb attention to detail, excellent time management skills, and outstanding communication and interpersonal skills to join its American Humane Hollywood’s No Animals Were Harmed® Program as the Program Coordinator.  This position is based at American Humane’s office in Studio City, CA and reports directly to the Managing Director, American Humane Hollywood. 

Founded in 1877, American Humane is committed to ensuring the safety, welfare and well-being of animals. Our leadership programs are first to serve in promoting and nurturing the bonds between animals and people. We are first to serve, wherever animals are in need of rescue, shelter, protection or security. Through our innovative leadership initiatives – from our “No Animals Were Harmed®” program in Hollywood to broad-based farm and conservation animal welfare certifications, to rapid response rescue and care across the country – American Humane sets the gold standard as the most visionary and effective animal welfare organization in the nation.

Position summary:  

The Program Coordinator performs a wide variety of duties in support of the delivery of animal monitoring services to the film and television production community through American Humane Hollywood’s No Animals Were Harmed® program. Primary responsibilities include:

  1. Working collaboratively as part of a scheduling team to facilitate Certified Animal Safety Representative™(CASR) assignments
  2. Providing excellent and timely communication with production regarding scheduling, animal action and assignments and CASRs.
  3. Scheduling Certified Animals Safety Representatives™(CASRs) in the field
  4. Fielding calls from CASRs regarding on set safety issues and notifying Chief Veterinary Advisor and Managing Director regarding concerns
  5. Reading scripts, one-liners, schedules to identify animal action days and intensity.
  6. Managing production and scheduling database to ensure information is correct.
  7. Drafting contracts for international and non-union productions
  8. Arranging travel for CASR out-of-town assignments.
  9. Various administrative responsibilities, including cross-training for other program positions, on-boarding new employees and special projects.

This a fast-paced position that requires excellent organizational skills, attention to detail, prioritizing and time-management skills, interpersonal skills, the ability to work independently and problem-solve, as well as discretion in handling confidential information,

Responsibilities:

Contracts:

  • Drafting contracts for non-union domestic and international productions. Managing all correspondence related to contracts.

Scheduling:

  • Analyzing scripts, one-liners and schedules and correlating the information to determine animal action days and intensity. Entering information into database.
  • Evaluating animal intensity, rep expertise and location to make scheduling decisions and prioritize animal action coverage.
  • Assigning CASR to productions and creating the daily schedule.
  • Monitoring the Film & TV Unit general email box for production documents and call sheets to access and facilitate proper assignments. Emails range from 130-175 or more per day.

Database:

  • Continually updating the film database based on conversations with production and CASRs.

Liaison with CASRs and Production:

  • Communicating daily with CASRs regarding activity on all assignments. 
  • Identifying situations that require additional attention and communicating promptly with the Sr. CASRs and/or Chief Veterinary Officer on animal welfare and safety issues on set. 
  • Initiate outreach to production to clarify animal action. Forward projects requiring additional follow-up to Sr. CASR Advisor.
  • Fielding animal-related calls from production, i.e., prop department, producers, coordinators, trainers regarding animal welfare and safety and clarifying our AH guidelines. 

Script Assignments

  • Distributing priority scripts to be read and importing them into the database. Reading scripts as needed.

Administrative & Special Assignments

  • Assist with administrative duties, including scheduling meetings, proofreading and editing documents, updating and distributing contact list, coordinating travel, assist with trainings.
  • Cross-train to provide back up for the Pre-Production Coordinator when they are out of the office.
  • Participate in American Humane related activities, events and meetings.

Essential experience, knowledge, skills and abilities:

  • Bachelor’s Degree from an accredited institution. 
  • Interest in animals and their protection.
  • Knowledge of American Humane’s practices and procedures, including the Guidelines for the Safe Use of Animals in Filmed Media preferred.
  • Knowledge of film production processes and understanding of the entertainment industry preferred.
  • Strong organizational skills, including the ability to set priorities, juggle multiple tasks, organize time effectively.
  • Demonstrates high level of detail orientation, able to operate in environment with competing priorities and shift focus quickly and easily.
  • Experience coordinating and planning complex domestic and international travel arrangements.
  • Outstanding interpersonal skills, including the ability to work both in groups and individually
  • High degree of motivation and self-discipline with a strong work ethic.  Maintains a conscientious approach to work with the ability to meet tight deadlines, anticipate needs and be proactive in order to resolve issues.
  • Excellent verbal and written communication skills, including proofreading and editing.
  • Commitment to providing high quality service through responsiveness to all requests and maintaining a professional demeanor always.
  • Knowledge of and demonstrated proficiency in the use of software (FileMaker Pro, Windows, Microsoft Word, Excel, PowerPoint and Outlook) while also quickly learning systems and processes specific to the department. 
  • Operates with a high level of discretion, maintaining confidentiality and using sound judgement.
  • Demonstrates ability to take a proactive approach to problem solving with strong decision-making capacity

Direct reports:

  • None

Physical demands and work environment: 

  • Standard working office environment.
  • While performing the duties of this position, the employee will be regularly required to:
    • Sit for extended periods;
    • Look at and work off of a computer screen for extended periods;
    • Talk, hear and exchange information over the telephone and in person.
  • Staff bring personal pets to the office, so will need to be comfortable around animals
  • Requires some evening and weekend work on a regular basis.

 

Employees are expected to adhere to all organizational policies and to act as role models, demonstrating American Humane’s core values:

Compassion

Accountability

Respect for all

Loyalty to mission

Sustainability

Honesty, integrity, trust

 

American Humane will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance

American Humane is an equal opportunity employer and strongly encourages diverse candidates to apply

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