Production Coordinator

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.

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.

Beyond live session management, the Production Coordinator plays an active quality-improvement role — analyzing session recordings, survey data, and participant feedback to identify patterns and opportunities for improvement, and providing direct coaching and support to session presenters. The position requires a practitioner who understands both the technical demands of virtual production and the specific needs of the organization’s primary audience: older adults who are new to vision loss.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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

• Associate’s or Bachelor’s degree in Communications, Media Production, Education Technology, or a related field preferred; equivalent professional experience will be considered.

• 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.

• 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 — including contact records, list management, and session or event data integration.
• Working knowledge of Monday.com for project and calendar management.
• Familiarity with Microsoft database dashboards for survey and behavioral data reporting.
• Strong written and verbal communication skills, with the ability to communicate clearly and warmly with presenters, participants, and colleagues across departments.
• Ability to manage multiple simultaneous tasks under time pressure — particularly during live sessions where technical and participant needs arise concurrently.
• Strong attention to detail in publishing accuracy, technical configuration, and documentation.
• Demonstrated ability to give constructive, specific, and encouraging feedback to presenters in a way that builds confidence rather than erodes it.
• Calm and effective problem-solver under live production conditions.

• Minimum 2 years of experience in live virtual event or learning session production, with direct responsibility for technical execution and participant support.
• Demonstrated experience working directly with older adult audiences or with populations who may have limited technology experience and significant barriers to virtual engagement.
• Experience with the full lifecycle of online session management: scheduling, platform configuration, promotion coordination, live support, recording review, and post-session follow-up.
• Experience analyzing participant feedback or survey data and translating findings into practical recommendations.
• Experience providing coaching or technical support to non-technical presenters or subject matter experts in a virtual delivery environment.
• Experience working in a cross-functional role requiring coordination across program, marketing, and technology teams.
• Experience in a nonprofit, health, human services, or mission-driven organization is a plus.

This position works primarily in a remote environment, managing and supporting live virtual sessions via Zoom and Microsoft Teams. Occasional on-site presence at Braille Institute locations may be required for in-person events, team meetings, or technical setup. The role requires availability during scheduled live session times, which may include some evenings depending on program scheduling. A stable, high-speed internet connection and a quiet, professional work environment are required for live session support.

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