Production Coordinator

Production Coordinator Join us in building a more inclusive world at Braille Institute of America. We are undertaking one of the most transformative initiatives in our history, planning our next century of success in serving the blind and visually impaired communities. Through our 2025-2027 strategic planning process, we identified the next generation opportunities to advance critical initiatives in areas such as customer research; the expansion and transformation of current programs and services; the development of new nationally and internationally accessible programs; the creation of dynamic new strategic partnerships; and the alignment of our mission, strategy, and resources. If you are ready to join a dynamic organization transforming the lives of individuals experiencing vision loss, we want you on our team. At Braille Institute, we are driven by a shared purpose: to serve the blind and low vision community. We come together to make a meaningful difference in the lives of others, finding fulfillment in the impact we create. We believe in fostering a culture that is collaborative, inclusive, and flexible. We understand the importance of work-life balance, valuing both personal and professional fulfillment. Here, you'll find an environment that supports your well-being while providing opportunities to learn, grow, and thrive alongside colleagues who are sighted and visually impaired. Join us in embracing technology and innovation as we shape the future of accessibility and positively transform the lives of those with vision loss. General Expectations All employees within Braille Institute are expected to support the organization's mission, vision and values, work cooperatively with others, contribute to the positive morale of the department/center and be a respected representative of the organization. Job Summary The Production Coordinator is responsible for the planning, coordination, and live execution of all synchronous virtual learning sessions, events, and programs hosted on the Vision Support America (VSA) website and Braille Institute digital platforms. This role serves as the operational hub between Programs, Marketing, Information Technology, and Customer Service, ensuring that every live session is published accurately, supported technically, and delivered in a manner that reflects the organization's commitment to accessibility and member experience. Essential Duties and Responsibilities Session Scheduling, Confirmation, and Publishing Coordinate with Marketing and Programs to confirm all online offerings learning sessions, support groups, events, and special programs for both Vision Support America and Braille Institute platforms. Manage the end-to-end publishing workflow in partnership with IT, ensuring all sessions are accurately listed, linked, and accessible on the VSA website and any associated platforms prior to promotion. Maintain and update the master session calendar in Monday.com, ensuring accurate and current information is available to all stakeholders. Verify that registration links, Zoom or Teams meeting configurations, confirmation emails, and reminder communications are functioning correctly before each session is promoted. Identify and resolve scheduling conflicts, duplicate listings, or technical configuration errors before they reach participants. Ensure that all published session information titles, descriptions, dates, times, access links, and accessibility accommodations is accurate and consistent across all channels. Live Session Production Support Serve as co-host for live synchronous learning sessions, with primary responsibility for technical setup, link and meeting management, and participant support throughout each session. Manage the participant chat during live sessions responding to questions, escalating issues to the presenter, noting feedback, and maintaining an accessible and welcoming environment in the chat space. Provide elevated production support for high-registration and high-visibility sessions, including pre-session technical checks, backup protocol management, and real-time troubleshooting. Coordinate audio and video setup, screen-share access, captioning activation, and any assistive technology configurations required for each session. Brief presenters prior to each session on platform controls, accessibility features, participant management, and any session-specific logistics. Monitor session quality in real time audio clarity, video stability, caption accuracy, and participant accessibility and intervene or escalate when issues arise. Maintain a post-session incident log documenting any technical issues, participant access barriers, or presenter needs that require follow-up. Content Review and Quality Identification Review session recordings to identify audio and video segments that exemplify strong participant engagement, effective presenter technique, or positive member feedback as well as segments that reflect technical problems, participant confusion, or opportunities for improvement. Flag and document specific moments in recordings for use in presenter coaching, quality reporting, or organizational learning. Maintain a structured log of identified segments with timestamps, session context, and recommended action or use. Coordinate with Programs and Marketing on the appropriate use of identified recording segments for training, promotional, or content purposes, in compliance with participant consent protocols. Data Analysis and Quality Improvement Monitor and analyze session survey data using Microsoft database dashboards, HubSpot reporting tools, and Excel to identify patterns in participant satisfaction, session completion, technical barriers, and content effectiveness. Produce regular summary reports by session, presenter, topic area, and time period that surface actionable insights for Programs, Marketing, and organizational leadership. Identify recurring issues that indicate systemic problems in session design, technical infrastructure, participant access, or communication and escalate recommendations through the appropriate channel. Track and report on key session performance indicators including registration-to-attendance conversion, session completion rate, participant return rate, technical incident frequency, and survey response themes. Contribute to the continuous refinement of the post-session feedback process, including survey design, timing, distribution, and follow-up workflow. Presenter Coaching and Support Provide direct coaching and practical support to session presenters including staff, volunteers, subject matter experts, and community contributors on virtual delivery skills, platform operation, audience engagement, and accessible communication. Conduct pre-session orientation and technical walkthroughs for new or less experienced presenters. Share session-specific feedback with presenters following each event, grounded in recording review, participant chat, and survey data. Develop and maintain a library of presenter support resources guides, checklists, and reference materials for common platform tasks and delivery best practices. Model and reinforce the organization's audience-centered communication values in all presenter interactions: warm, companion-like, never authoritative or instructional. Cross-Functional Coordination Serve as the operational point of contact between Programs, Marketing, IT, and Customer Service on all matters related to live session logistics, publishing accuracy, and participant experience. Communicate proactively with relevant stakeholders about upcoming sessions, technical requirements, capacity considerations, and post-session follow-up needs. Participate in planning meetings and contribute operational and participant-experience perspective to program development and scheduling decisions. Support the integration of live session data into HubSpot, ensuring participant engagement is captured, segmented appropriately, and accessible to relevant team members for follow-up and relationship management. Perform other duties as assigned to support program delivery and organizational goals. Supervisory Responsibilities: None Qualifications Education Associate's or Bachelor's degree in Communications, Media Production, Education Technology, or a related field preferred; equivalent professional experience will be considered. Knowledge and Expertise Strong working knowledge of virtual event production workflows, including platform configuration, live session management, recording, and post-session processing. Understanding of the specific needs of older adult audiences navigating vision loss, including accessibility considerations, technology barriers, and the emotional dimension of first-time engagement with programs and services. Familiarity with the scheduling, confirmation, and publishing processes for online learning programs, including the coordination required between program, marketing, and technology teams. Knowledge of survey design and feedback collection practices as applied to live learning and event environments. Understanding of data privacy, participant consent, and communication preference protocols relevant to member-facing programs. Skills and Abilities Proficiency with Zoom and Microsoft Teams, including host and co-host functions, breakout room management, captioning activation, recording, and participant management tools. Proficiency with Microsoft Excel for data organization, reporting, and pattern identification. Working knowledge of HubSpot