Nonfiction Access Initiative Funds Program and Access Coordinator

Start Date:  April 1, 2023 
End Date: September 30, 2024
Duration: 18 months
Benefits: 10 sick days
Contact: ranell.shubert@documentary.org

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This position is included in a union-represented collective bargaining unit, and specific terms and conditions of employment are subject to collective bargaining. Applications for this position will remain open from March 3rd until March 17th or until the position is filled.

Notes: 

The International Documentary Association is an Equal Opportunity employer. We are committed to diversity and inclusion in all aspects of our work, and to building an equitable and just organization that, at every level, reflects the diversity and vibrancy of the community we serve and our society as a whole. We provide equal employment opportunities to all employees and applicants for employment without regard to sex, race, color, age, national origin, religion, disability, genetic information, marital status, sexual orientation, gender, gender identity or expression, pregnancy or maternity, veteran status, or any other status protected by applicable national, federal, state or local law. To request accommodations for completing an employment application, please contact access@documentary.org or call (213) 232-1660.

The Access Coordinator will oversee accessibility efforts for all Nonfiction Access Initiative programs and activities going beyond basic ADA compliance to optimize spaces in person and online for all meetings, activities, facilities, locations, administrative and data collection platforms that align with the individual needs and differences for optimal success taking into consideration the four pillars of access: Physical, Sensory, Communication, and Cognitive Access. 

The IDA NAI seeks an organized, detail-oriented, and self-motivated individual to provide administrative and logistical support to the regrant fund and its additional activities. Reporting to the NAI Funds Program Manager this position assists in all aspects of NAI re-granting activities and  artist event programming including scheduling, facilitation, and coordination while also providing administrative support. This includes coordinating on-site, virtual, and hybrid educational programs for nonfiction media makers with disabilities.

Meetings, Events, and Special Projects:

• Provides logistical, technical, and access support to NAI Advisory Committee and  presenters on-site and online
• Supports zoom meetings and webinars as liaison between NAI team, Advisors, and support staff
• Book Access Vendors, Venues, ASL, CART, and/or Audio Description
• Create and maintain event and task calendars
• Generates purchasing requisitions, supporting documents, and payments to speakers and vendors
• Write and publish promotional copy and public listserv messaging 
• Provide access auditing for all NAI external communication and assets to meet accessibility standards
• Help design and edit meeting presentations to meet accessibility standards
• Assists in preparing recorded videos for posting online: verifies image rights, meets standards for citations, checks captions and audio description
• Prepares audience surveys, consolidates responses, and summarizes results
• Writes program summaries and tracks statistics and demographics for reports
• Incorporates best practices for diversity, equity, accessibility, and inclusion in program planning
• Work with the IDA Events Department, partners, venues, and participants to coordinate grant-related events as needed.
• Provide occasional onsite and virtual support before and during meetings and events
• Coordinate with the communications team on departmental needs and tasks for NAI related announcements and programs

NAI Fund Duties

• Act as a first line of contact for inquiries and questions related to NAI Fund, responding in a timely and professional manner, via phone and/or email, to inquiries and questions from both applicants and grantees.
• Maintain systems for tracking grant submissions in Submittable or other software and applications.
• Oversee grantee reporting systems and maintain grantee deliverables in Airtable, Google Drives, and on public-facing sites accordingly. 
• Assist with the review of applications to ensure they are complete and meet all criteria.
• Coordinate grant application review process, including tracking progress and reviewing deadlines, sending reminders and communicating with reviewers and applicants.
• Organize selection committee meetings, including arranging for venue, travel and catering, and maintaining communications with reviewers.
• Generate, track and maintain grant agreements, contracts, financial reports, and other program paperwork and files.
• Process grantee and reviewer invoices, submit check requests and track payments.
• Assist in tracking program budget and maintaining accurate records and cost reports.
• Assist in generating data and reports as may be required for IDA funders.
• Contribute to general program scheduling and timelines.
• Coordinate with the communications team on departmental needs and tasks for press announcements and promotion of open calls.
• Provide general administrative and research support as needed.

Qualifications and Desired Competencies 

• Extremely organized with keen attention to detail
• Strong ethics, judgment and decision-making skills
• Able to maintain confidentiality of information
• Familiar with topics related to access, disability justice, and the disability community
• Extremely diligent, with demonstrated ability to independently manage time, prioritize tasks, and meet goals and deadlines consistently and with minimal supervision
• Excellent computer skills, including proficiency in Microsoft Office and Google G-Suite applications
• Experience with database applications, forms and submissions platforms
• Demonstrated ability to quickly learn new programs and software and to troubleshoot and problem-solve independently
• Proactive communicator who asks questions for clarity, and takes the initiative to gather the information and context needed to make decisions and problem solve independently
• Excellent listening and communication skills and a flexible, collaborative working style
• Professional, helpful and diplomatic demeanor
• Commitment to personal and professional development, including willingness to graciously accept and act on feedback from managers, colleagues and constituents
• Demonstrated interest in the nonprofit field through volunteer work, work experience, internships and/or educational background
• Availability to work additional hours in the lead up to major deadlines, and participate in occasional evening and weekend events

What is Access?

Physical Access- Assuring the space is accessible, and the space is safe. Ensuring that persons with disabilities have access on an equal basis with others, to the physical and virtual environment, to transportation, and information. Physical access includes things like accessible routes, curb ramps, parking and passenger loading zones, elevators, signage, entrances, and restroom accommodations.

Sensory Access- Being aware of sensory sensitivities, i.e. smells, sounds, shapes, lighting that may impact a sensory sensitive individual.  People talking at the same time in a crowded room, strong smells (i.e. sweat, perfume, onions) or when the volume is turned up- it can cause sensory overload and overwhelm. This position must be aware of potential sensory overload, be tuned into the environment of sounds and lighting

Communication Access- Ensure effective communication by utilizing auxiliary aids and services to make auditory information accessible to blind, low vision, d/Deaf, and hard of hearing individuals. Auxiliary aids can apply to a broad range of services, including but not limited to the following: Speech-to-text services, including transcription and captioning of meetings or events, note-taking services and materials, country specific sign language, CART and closed captioning, interpreting services (in person or remote). Auxiliary aids like transcripts can also be used to document conversion services like Meeting Minutes.  

Cognitive Access- The term “cognitive accessibility" refers to inclusive practices that remove barriers for people whose disabilities affect how they process information. Allow for an individual's strengths and being aware of different learning styles.