Join Our Team

JAFAX is run entirely by volunteers, and we'd love for you to be one of them. Every role on our staff is unpaid, but we make sure the people who help build the convention get taken care of. As a member of the JAFAX team, you'll receive:

Executive Board

Executive Secretary
Open
Department: Executive Board
Monthly Hours: 5-20 Workload at Event: Part Time

The Executive Secretary is responsible for maintaining accurate records, documentation, and meeting minutes for the entire organization. They help manage administrative tasks, track important deadlines, and ensure that all official communications and policies are clearly documented and accessible


  1. Ensure meeting minutes are taken and distributed
  2. Organize and archive official documents (e.g., bylaws, policies)
  3. Maintain the master calendar for meetings and key deadlines
  4. Prepare and distribute agendas in coordination with the Chair and Vice Chair
  5. Write handout booklet and keep it maintained
  6. Write handout schedule and keep it maintained
  7. Document statistics and learnings at the event


PDF, DOC, DOCX, TXT, or RTF — max 5MB
What is 2 + 3?

Operations

Security Coordinator
Open
Department: Operations · Reports to: Operations Director

The Security Coordinator manages on‐site safety and protection protocols for the convention. They collaborate with the venue’s security personnel, and volunteers to maintain crowd control, enforce convention policies, and respond quickly to incidents or emergencies, ensuring a safe environment for all attendees, guests, and staff

  1. Develop and implement a comprehensive security plan in collaboration with venue staff
  2. Train security volunteers or staff on crowd control, conflict resolution, and emergency procedures
  3. Oversee badge checks, bag inspections, ensure cosplay props are "peace-bonded' and enforcement of convention rules
  4. Coordinate with the Operations Director and Venue Liaison to address safety concerns
  5. Coordinate with the Executive Secretary to create and maintain an incident-report form and ensure this form is filled out for any incidents that arise during the event
  6. Maintain emergency contact lists and lead rapid response in case of medical or security incidents
  7. Investigate any incidents (including theft) that occurs at the event
  8. Maintain and operate independent security camera equipment
  9. Coordinate safety protocols and emergency procedures
  10. Conduct post‐event evaluations to improve security measures for future conventions
PDF, DOC, DOCX, TXT, or RTF — max 5MB
What is 2 + 3?

Programming

Fandom Meetup Coordinator
Open
Department: Programming · Reports to: Programming Director
PDF, DOC, DOCX, TXT, or RTF — max 5MB
What is 2 + 3?

Promotions

Community Manager
Open
Department: Promotions · Reports to: Promotions Director

The Community Manager nurtures JAFAX’s year-round community across Discord, Facebook groups, Reddit, and other channels, ensuring attendees receive accurate information and feel welcomed and safe. They define and enforce community guidelines, lead the moderator team, and run engagement programs (AMAs, contests, watch parties). Working closely with the Social Media Coordinator (broadcast messaging), Webmaster (FAQ/knowledge base), and Operations/Security (escalations), they provide a consistent attendee experience online and operate a “digital help desk” during the show for timely updates and triage

  1. Own and administer JAFAX community platforms (Discord, Facebook groups, Reddit, forums)
  2. Create, update, and enforce community guidelines aligned with the Code of Conduct and safety policies
  3. Respond to attendee questions; triage issues to Registration, Programming, Exhibitions, Operations, or Security as appropriate
  4. Maintain a canonical FAQ/knowledge base with the Webmaster and Executive Secretary; keep answers consistent across channels
  5. Provide real-time community updates during the event; monitor for misinformation, harassment, or safety concerns and escalate promptly
  6. Track sentiment and KPIs (membership growth, engagement, response time); deliver periodic reports and post-event insights
  7. Coordinate crisis communications templates and approval workflows with Promotions and Operations
  8. Manage community tooling (moderation bots, automation, analytics); maintain logs and basic data-retention practices
  9. Ensure accessibility and promote a welcoming environment for all attendees
  10. Cultivate relationships with local clubs, campus orgs, and fan groups to grow and sustain the community
PDF, DOC, DOCX, TXT, or RTF — max 5MB
What is 2 + 3?
Photography Coordinator
Open
Department: Promotions · Reports to: Promotions Director

The Photography Coordinator ensures that moments throughout the convention (guest meet‐and‐greets, cosplay showcases, panels, and more) are photographed. They set guidelines for photo coverage and maintain digital archives

Responsibilities:

  1. Develop a shot list for critical events and areas
  2. Manage and maintain photography equipment
  3. Oversee photo editing or coordinate editors
  4. Organize and archive final images for promotional or archival use


PDF, DOC, DOCX, TXT, or RTF — max 5MB
What is 2 + 3?