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 Essential Duties and Responsibilities

• Provide comprehensive administrative support to enhance the operational efficiency of the Programming Department
• Ensure organized electronic and hardcopy documentation for all panels, maintaining accurate records and files
• Maintain tools and filing systems to track program attendance and Programing Department volunteer data, utilizing this information for analysis and reporting
• Coordinate communications, scheduling, and document organization for Programming Department volunteers
• Recruit and schedule Programming Department volunteers for SDCC events, ensuring sufficient staffing for programming needs, including participating in recruitment events and supporting the interview process
• Develop and facilitate training sessions and onboarding for Programming Department volunteers, ensuring they are well-equipped with the skills and knowledge necessary for their roles
• Coordinate, distribute, and monitor the completion of required volunteer forms for Programming Department volunteers 
• Assess and maintain the active roster of Programming Department volunteers, ensuring accurate and up-to-date volunteer records
• Provide ongoing information to Programming Department volunteers regarding organizational policies, procedures, expectations, and updates on events and opportunities
• Submit Programming Daily volunteer needs to the Volunteers Department for SDCC events in a timely manner
• Oversee, distribute, and ensure completion of Programming Department volunteer’s hotel allotments
• Oversee, request, and distribute parking allocations, vouchers, and badging for Programming Department volunteers per SDCC-approved procedures 
• Collaborate with the Senior Director of Programming to monitor budget expenditures related to Programming and volunteer activities
• Collaborate with the Senior Director of Programming to submit Employee Request Forms to the Human Resources Department for Programming Department employees in a timely manner
• Maintain and track the inventory of department supplies and equipment, ensuring proper stock levels and coordinating replenishment as needed
• Oversee the inventory of Programming Department volunteer shirts and seat covers, collaborating with appropriate SDCC personnel for cleaning and replenishment as needed
• Ensure sufficient water bottles are ordered for panelists by coordinating with appropriate SDCC personnel
• Create packets for ‘special requests’ (e.g., wheelchair lifts, giveaways, room-specific items) for each program room, ensuring all necessary materials are prepared and available for seamless program operations each day of the SDCC event coordinating with appropriate SDCC personnel
• Coordinate the creation, ordering, delivery, and placement of on-site materials and equipment needed, including but not limited to signage, special credentials, and tech
• Order, prepare, pack, and label supplies for shipping to on-site events, and manage post-event logistics by unpacking and testing equipment to ensure proper functionality following transport
• Train, supervise, and direct seasonal associates and Department Volunteers who assist the Programming Department as assigned 
• Perform other duties as assigned

Comic-Con Museum

• Coordinate with SDCC-approved personnel to discuss panel topics, ensuring alignment with SDCC/CCM objectives
• Research and oversee CCM panel submissions to ensure alignment with departmental objectives
• Follow up on leads for CCM panels, ensuring all logistics are organized, details are finalized, and all information is communicated to the Senior Director of Programming
• Coordinate with CCM panelists and other departments to manage deadlines, schedules, inquiries, and special requests as directed by the Senior Director of Programming
• Coordinate with CCM panel key contacts, ensuring all necessary details (e.g., panel descriptions, speaker lineups, etc.) are gathered and confirmed
• Collaborate with SDCC-approved personnel to assess and confirm panel requirements, including technical needs, space, and resources
• Under the direction of the Senior Director of Programming, schedule programs at CCM
• Coordinate with the CCM Volunteer Manager to determine the required number of volunteers for each panel
• Communicate specific volunteer needs to the CCM Volunteer Manager and ensure all shifts are properly staffed and scheduled
• Assist the Senior Director of Programming in addressing unexpected issues during CCM panels
• Under the direction of the Senior Director of Programming, assist in coordinating CCM panels at SDCC-events 
• Attend all CCM panels, ensuring smooth execution of all event components
• Coordinate technical operations specific to CCM panels, including audio-visual requirements and equipment setup
• Manage lighting and sound systems for CCM panels in collaboration with appropriate personnel
• Ensure adherence to Programming Department protocols and production standards for all CCM panels
• Perform other duties as assigned

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On-site

• Oversee the setup and operation of Programming Department equipment, ensuring the timely unpacking and installation, coordinating with appropriate SDCC personnel
• Oversee the setup and operation of the on-site office, participant holding rooms, and remote placard printing stations to ensure operational readiness
• Train Programming Department volunteers tasked with printing placards, ensuring consistency and accuracy in preparation
• Coordinate with volunteers to ensure daily distribution of pre-printed placards and packets for ‘special requests’ to Programming Department teams in each panel room
• Ensure proper arrangement of seat covers and signage in all panel rooms, coordinating with room leads and volunteers per the layout diagrams
• Assist in coordinating programming rooms to ensure they are equipped with necessary materials, including making changes, corrections, and printing additional name placards as needed
• Coordinate with panelists and other departments to manage deadlines, schedules, inquiries, and special requests as directed by the Senior Director of Programming
• Reserve programming rooms for organizational pre-event meetings upon request and approval
• Serve as the primary point of contact for Programming Department volunteers, directing inquiries to appropriate area coordinators as needed
• Lead Programming Department meetings with volunteers to facilitate communication, coordination, and collaboration
• Implement on-site communication protocols to ensure timely and effective information sharing among Programming Department volunteers and staff
• Assist Program Participants, Key Contacts, and attendees who visit the on-site Programming office, providing exemplary service and support
• Respond to attendee issues that require escalation beyond the Programming Department volunteer level, addressing concerns efficiently and escalating when necessary
• Support troubleshooting efforts related to program venues, staff schedules, and attendee concerns, resolving issues promptly and escalating as needed
• Ensure that all Programming Department materials, equipment, and supplies distributed are retrieved at the end of the event and returned to the on-site Programming Office for packing
• Oversee the packing, labeling, and shipping of Programming Department materials back to the office, ensuring clear labeling and efficient logistics for safe return
• Supervise Programming Department volunteers, on-site and at off-site locations, ensuring regular check-ins and  proper staffing 
• Supervise and direct  Daily Volunteers, Programming Department volunteers, and Programming Department seasonal employees ensuring Programming Department tasks are completed
• Perform other duties as assigned

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Qualifications

• A high school diploma or GED is required
• Knowledge of and proficiency in in-office systems used by the organization, including Microsoft Office, Google Suite (G Suite), Gmail, Google Drive, Google Docs/Sheets/Slides, Configio, ClickUp, and other common office software applications
• Familiarity with or willingness to learn current and new systems and platforms used by the organization
• Ability to work in a fast-paced environment and follow directions, policies, and procedures
• Ability to work within a diverse team, accept differing points of view and feedback, and contribute to a cohesive, supportive, and positive team
• Excellent interpersonal and customer service skills, with the ability to respond to customer needs and requests promptly and professionally, especially during difficult or high-stress interactions
• Basic understanding of clerical procedures and systems such as recordkeeping and filing
• Strong organizational and prioritization skills
• Excellent time management skills with a proven ability to meet deadlines
• Ability to work independently and collaboratively with minimal supervision, and ability to problem-solve in complex situations
• Developed understanding of the comic book, popular arts, and entertainment industries, including current trends, key players, and audience preferences
• Writing and editing experience (procedural writing, report writing, blog/magazine writing, professional email writing, etc.)
• Ability to maintain a positive and professional demeanor while demonstrating credibility, integrity, and confidentiality

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Working conditions

• Professional office environment
• Routinely uses standard office equipment 
• Standard work schedule (Monday-Friday from 9 am to 5:30 pm)
• Must be available to work evenings, holidays, and weekends as needed
• Overnight stay may be required during events
• Crowded conditions (both inside or outside event spaces)
• Direct (face-to-face) customer and vendor contact
• May be required to work outside with little or no shade and warm temperatures

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Physical requirements

• This position requires close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading
• Occasionally lift or move up to 25 pounds unassisted and bend or stand as necessary.
• Frequent sitting, walking, and standing for long periods
• Occasionally stand for extended periods of time (8-10+)
• Walk extensive distances (up to several miles daily)
• Perform repetitive tasks with few breaks

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Salary Range

• $22.00 – $26.95 hourly