Programming Coordinator

ORGANIZATION:
DOXA

DEADLINE:
Jan. 5, 2026

ORGANIZATION DESCRIPTION:
DOXA Documentary Film Festival, produced by the Documentary Media Society, is a community-oriented arts organization that premieres Canadian and international documentaries to Vancouver audiences during an annual 11-day festival, along with year-round programming. We are seeking a dynamic individual who is interested in working in a busy, energetic, film-loving environment to fill the contract position of Programming Coordinator.

DOXA works hard to cultivate an equitable, accessible, and respectful environment both in our organizational day-to-day and in festival offerings. The DOXA senior staff is organized laterally, in a non-hierarchical model of leadership. One of DOXA’s founding principles is to engage with a diversity of curators, filmmakers, academics, and activists to illuminate the intersections of social, economic, and environmental justice. We believe that documentary cinema holds power within movements of social momentum and change and is a valuable tool in interrogating unjust systems. We also believe in anti-racist education, increased mental health services, income and housing security, harm reduction services, accessible rehabilitation, public arts and cultural programs, decriminalization, transformative justice, and other vital community-based frameworks. We believe that an investment in documentary film should be informed by a parallel investment in these tools for change.

WEBSITE:
https://www.doxafestival.ca

JOB DESCRIPTION:
The Programming Coordinator plays a pivotal leadership role in shaping the DOXA Documentary Film Festival’s programming, coordinating film curation workflows, managing filmmaker relations, and ensuring smooth editorial, scheduling, and festival operations. This position requires a high degree of organization, strong communication skills, and the ability to effectively manage complex workflows across multiple departments.

RESPONSIBILITIES:
• Assist with watching short films and developing short film programs.
• Monitor FilmFreeway judging activity daily to ensure committee members meet minimum screening and viewing requirements.
• With the Programming Manager, maintain and update the Programming Committee Top Picks and Screening Committee Top Picks sheets.
• Track all negotiated fees, payment statuses, and incoming invoices in collaboration with the programming team and the Managing Director.
• Collect and organize all film assets, including stills, press kits, bios, and headshots, for Communications and design teams.
• Supervise and maintain accurate records in all programming databases and spreadsheets.
• Ensure all FilmFreeway submission statuses and rejection notices are sent on schedule.
• Coordinate DOXA Industry in collaboration with the Programming Manager and the Artistic Director.
• Assist with tracking committee invoices and ensuring all payments are processed.
• Onboard filmmakers by sharing schedules, required materials, and event details.
• Assist with the organization and editing of film notes.
• With the Communications Coordinator, create Rated Y study guides.
• Gather and deliver all required materials, including trailers, posters, and metadata, for Eventive uploads.
• Work with Operations, Communications, and Programming leadership to finalize tags and navigational tools for Eventive.
• Coordinate and assist with outreach and partnerships connected to Justice Forum, Rated Y, and other special programs.
• Assist with identifying community partnership opportunities.
• Collect outstanding invoices from filmmakers and distributors.
• Build and publish the post-festival audience survey.
• Create detailed post-festival reports, including updates to the Master Tracking Sheet and Telefilm reporting templates.
• Transfer all programming data, workflows, and recommendations for future cycles.

QUALIFICATIONS:
• Ability to work independently, efficiently, and under deadline pressure.
• Excellent oral and written communication skills.
• Detail-oriented, organized, and motivated approach to workflow.
• Experience as a film festival programmer or assistant/associate programmer.
• Familiarity with film and video formats and film production is an asset.
• Employment is based on 35 hours per week, with the understanding that peak months may require additional hours, balanced through banked time or time off at a later date, as approved by DOXA senior staff.
• Salary will not be pro-rated to reflect any greater or lesser number of hours worked above or below regular working hours and will be paid in equal installments from November to May.

HOW TO APPLY:
Please submit a cover letter and resumé to hr@doxafestival.ca, attn: Martin Alldred, Managing Director. The deadline to apply is January 5, 2026. We thank all candidates for applying; however, only those selected for an interview will be contacted.

REMUNERATION:
$8,000 contract fee; anticipated hours are 320.