Programming Department Coordinator

Position Summary:

The Programming Department Coordinator will provide general event management support for the VP of Programming and booking managers, including assisting with contract management, review and proofing, guest artist logistics, clerical and data entry for events, communicating with guest artists and guest artist management, resident clients, and a broad range of staff. Through communication with production, ticketing, marketing, facilities, finance front of house and operations, this position will help ensure that events are implemented as planned, artists are well provided for and communicated to, and programming staff functions are well supported.

This position requires a proven commitment to diversity, equity and inclusion with the ability to implement the organizations Core Values of Collaboration, Trust and Integrity, while providing excellent internal and external customer service.

Position Duties and Responsibilities:

•  Ensures the logistical, clerical and administrative needs are met for programming and booking staff.
•  Programming coordination includes:
• Coordinates and manages Presents contract management system Works with O-pa staff, artists and agents to create and communicate Presents artist itineraries including artist information, residency and production schedules.
• Advances artist/show logistics in VenueOps scheduling program
• Works with Programming department staff in communicating Presents artist information to all O-pa departments including marketing, technical and front-of-house information
• Coordinates the Presents payment process tracking
•  Rentals and Scheduling Manager coordination duties include:
• Coordinates details and advancing of assigned resident client events.
• Enters performance schedules, event details and diagrams in VenueOps.
• Ensures rental information and documents are up-to-date for clients.
• Attends Operations meetings and compiles meeting minutes.
• Assists in managing the VenueOps scheduling program for maximum user efficiency and accuracy.
• Tracks and organizes programming and booking paperwork and prepares expense backup for settlements as assigned.
• Ensures proper planning and production time is given and bookings adhere to O-pa policies regarding event management.
• Ensures rental information and documents are up-to-date for clients.
• Attends Operations meetings and compiles meeting minutes.
•  O-pa representative to client or artist on assigned shows.

Requirements

Experience and Qualifications:

•  One (1) year contract experience and familiarity with the performing arts industry.
•  Must possess outstanding written and telephone communication skills.
•  Requires resourcefulness, professionalism, high degree of motivation and ability to work well under pressure.
•  Requires high-energy individual with extremely focused attention to details.
•  Must have the ability to handle multiple projects simultaneously and demonstrate good judgment and mature decision-making ability.
•  The ideal candidate will be a proactive self-starter with strong interpersonal skills.
•  Ability to work evenings, weekends and holidays when performances are scheduled.
•  Experience with VenueOps preferred.
•  Knowledge of technical theatrical production, front-of-house procedures, and event production preferred.

Minimum Education Requirements:

•  Knowledge of specialized principles or techniques equivalent to that which would normally be obtained through a formal four-year college/university academic program or an in-depth specialized training program directly related to the type of work being performed.

Specialized Knowledge, Licenses, Certifications:

•  Microsoft Office Products (Word, Excel, Outlook, Access and PowerPoint).
•  Working knowledge of contract management solutions preferred.

Physical Demands:

•  The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.

Equipment/Machinery Used:

•  General Office Equipment (Computer, Telephone, Fax, Copier, Printer).