Artistic Coordinator

General Description: To support the artistic operations of the company through assistance and accurate documentation in areas relating to the engagement and interactions with the various performing units of the Company. This job requires the employee to be located in Santa Fe, NM.

Responsibilities:

• General Administration:
  • Provide administrative and logistical support to the Apprentice Program for Singers throughout the annual cycle, from application and pre-screening administration through the national audition tour and the Festival Season, in collaboration with the Director of the Apprentice Program for Singers and the Artistic Office
  • Review Apprentice Singer miscellaneous payroll on a weekly basis in a timely manner, in collaboration with the Director of the Apprentice Program for Singers, the Rehearsal Department, and the Artistic Office
  • Review and proof Festival Season materials, including program books, Apprentice Scenes programs, Apprentice Showcase materials, recital programs, and announcements
  • Support compliance with AGMA and AFM collective bargaining agreements as they apply to artistic personnel, including contract terms, reporting requirements, and related documentation
  • Answer phones, produce correspondence, ship items
  • Issue orchestra contracts
  • Assemble and file visa petitions for foreign artists
  • Assist in arranging ticket requests
  • Maintain artistic electronic files
  • Manage on-boarding for all Artistic Department seasonal personnel
  • Assist with processing Artistic Department seasonal payroll
  • Research prospective artistic personnel as directed
  • Assist with future season planning, design presentations, and production meetings
  • Assist with departmental expense reports, invoice requests, and reimbursements
  • Maintain non-orchestral music library
  • Collaborate with Housing Department, Office Services and other departments as needed.  Provide prompt responses to requests, and maintain thorough data for presentation to other departments in order to facilitate smooth handling of artistic travel, workflow, and contact information.
  • Assist with Child Chaperone duties when necessary
• Auditions
  • Assist with principal singer, apprentice singer, and music staff auditions
  • Audition and engage Supernumeraries for all productions
  • With the Chorus Master, audition and engage Children’s Chorus
  • Engage Child Chaperones
  • Logistics support
• Travel
  • Research long distance travel rates and facilitate travel arrangements for            artistic personnel; facilitate local travel needs for artistic personnel
  • Arrange for artist pick-ups and drop-offs, in liaison with the Housing department, Maintenance Department, and rental car companies
  • Assist (Production Department) with travel and logistics for those involved  with production meetings/presentations
• Social events and appreciation
  • Organize artist Opening Night gifts
  • Coordinate with Special Events all Opening Night and Cast Parties
  • Organize and host specified events
  • Input orders for comp tickets, discounted tickets, and dress rehearsal passes on behalf of artists and creative teams via Tessitura
  • General support and logistic coordination for off-season events that require artistic personnel
  • Other duties as assigned

Qualifications:
        Competencies, Education & Experience:

• Bachelor’s degree required, preferably in Music or Arts Administration.
• At least 3-5 years of administrative support experience, preferably in opera.
• Advanced computer proficiency with Microsoft Office applications including Word, Excel, Outlook, and data bases.
• Familiarity with the visa process strongly preferred

Knowledge:

• Broad knowledge of classical music industry and operatic repertoire. Ability to read  music strongly preferred.

Skills:

• Self-starter with initiative, exercise independent thinking, while performing normal administrative duties with diplomacy and discretion.
• Ability to negotiate complex transactions and detailed documents.
• Excellent organizational skills as well as the ability to accurately produce information.
• Ability to multi-task, handle multiple projects, and set priorities under strict time constraints and deadlines.
• Ability to work with a variety of temperaments, often in high pressure situations.

Requires flexibility to work nights and week-ends during the performance season (mid-June through August).

Physical Standards: This position involves light work with lifting or moving of up to 40 pounds occasionally and up to 10 pounds frequently. There is constant standing, walking and finger dexterity needed to handle paper items, use computer, and navigate all areas of the theater. Frequent phone contact is required.  Driving an automobile may be routinely required.