Performing Arts Department Coordinator

JOB SUMMARY

The Performing Arts Coordinator provides administrative support to the Director and Senior Curator of Performing Arts and a wide range of administrative support and coordination of departmental activities, representing the Performing Arts Department and the multiple disciplines it serves (contemporary dance, experimental theater/performance, new music and interdisciplinary work) at the Walker Art Center. The position handles scheduling of many meetings, assistance to periodic artist/company residencies, departmental work on grants, and project-based work such as coordinating program notes for all PA events; booking airfares for artists; securing marketing/PR materials from artists; managing PA archival materials and PA commission databases and related on-line records; among other things.

RESPONSIBILITIES

Departmental Administration and Communication:

• Serve as primary point person for securing any requested materials by the Development staff related to fundraising efforts for the department.
• Create, organize, and update all performance files and general grant related files. Coordinate the timely archiving of departmental and project electronic and print files
• Act as first contact between the Performing Arts Department and internal and external colleagues/departments, donors, artists and their representatives, and the public;
• Assist Project Managers when needed with select oversight of performances and on-site program management (may require some evenings).
• Update and process departmental professional associations and memberships.
• Administer comp requests by artists, VIPs, community contacts, and internal and external colleagues.
• Serve as primary point person for securing any requested materials by the Marketing, Public Relations and Communications Department for promotion of Performing Arts Programming.
• Administer all music ASCAP Licensing Agreement reporting.

Senior Curator Assistance /General Curatorial Support

• Execute letters of support and recommendations on behalf of Senior Curator.
• Coordinate with Senior Curator the vetting of unsolicited materials and proposals. Prepare and send any associated correspondence
• Manage Senior Curator’s travel/hospitality finances maintaining and monitoring use of the department credit card, and reconcile appropriate expenditures in a timely manner

Calendars and Meeting Management

• Prepare and distribute all necessary meeting materials.
• Manage Department calendar, scheduling and securing meeting space.
• Maintain and regularly update the Walker’s digital program schedules (i.e. Artifax) and attend all institutional scheduling meeting, representing Performing Arts and it program space needs
• Manage Senior Curator’s complex calendars, setting up of meetings, often involving multiple participants

Communication and Publications:

• Coordinate with Publication department and PA Project Managers securing content for the thematic threads for the Performing Arts Reader (on-line blog), sometimes helping coordinate interviews, reviews, and delivery of essays by outside contributors.
• Track ticket sales and coordinate with Project Managers and the Marketing and PR Departments, on marketing/outreach efforts including helping to generate audience engagement ideas, grass roots marketing, and suggestions on social media strategies.
• Work with Digital/VE Departments in the development and execution of on-line Event Records, and selected marketing and promotional materials, tracking on-sale, PR and design/editorial production timetables/ deadlines.
• Assist in proofing /fact checking marketing copy, press releases, Walker magazine, performing arts brochure, mass emails, etc.
• Generate correspondence, presentations, and other written material as requested.
• Execute (with guidance from Senior Curator or Project Manager) PA-related multimedia presentations (i.e. PowerPoint, Prezi etc.); manage departmental presentations and events related to staff or public education on Performing Arts programs and events.
• Coordinate and develop digital and (as needed) paper performance program notes, production, and distribution in a timely manner.
• Manage performing arts commissions research/collection records, archival and digital databases, presentation efforts.

Institutional Initiatives Liaison

• Participate and help coordinate PA’s contributions to institutional initiatives including: ongoing website implementation and continued improvements, Institutional Vital Signs, attendance and program reporting; archival processes; and Tessitura implementation.
• Coordinate ongoing community relationships with Project Success and other organization.
• Work with PA Project Managers and (when appropriate) PELI staff to coordinate related events, educational opportunities, and community outreach efforts for PA or cross-departmental programs (Q&As, receptions, public talks, masterclasses, workshops, etc.).
• Serve as accessibility lead of Performing Arts Department, implementing institutional accessibility priorities and goals.
• Work with other PA staff members to help streamlining departmental tasks and organization, including using evolving tools/systems to manage workflow and time management

Travel and Event Coordination

• When necessary, work with global artists, visa expediting firms, and other PA project managers on communication and information gathering/submitting related to work visas needed for international artists.
• Arrange travel and accommodation for Senior Curator position, preparing all documents related to authorizations, itineraries and expense reporting and communicate with hosting organizations, performance ticket needs etc.)
• Coordinate and help administrate artist site visits, special community or national partner initiatives and occasional specific research projects. Such may require organizing multiple internal meetings with co-presenting or community partners, developing workshops and other outreach, typically in collaboration with or under the guidance of Senior Curator and/or project managers. This may include obtaining/editing contracts with artists/companies, working with community partner sites, organizing schedules, and coordinating efforts across multiple Walker departments such as Event Production, Visitor Experience, PELI, and other artistic program departments (Visual Arts, Moving Image, etc.).
• Track departmental discretionary curatorial travel budgets and related expenses.
• Arrange and manage visiting artists’ flights, hotel arrangements and general hospitality.
• Coordinate any appropriate catering or restaurant reservations for the department.
• Some flexibility to work evenings and weekends, if required.

REQUIRED SKILLS & ABILITIES

• Demonstrated experience working with budgets (Excel) adhering to standard budgetary practices and fiscal controls.
• Experience working in the arts community and/or conversant in contemporary performing and/or visual arts is a plus.
• Must be resourceful, being able to anticipate needs and adapt to unexpected challenges.
• Excellent written and verbal communication skills, strengths in marketing and public relations and travel and event planning.
• 1+ years working in a standard office environment using the full MS Office suite (including TEAMS) and ideally with Photoshop, InDesign, social media/web, database systems, internet researching and project managing application / systems experience.
• Must be able to communicate professionally and diplomatically to a variety of audiences on multiple mediums.
• Strong decision-making capability, multitasking, and organizational skills with attention to details, includes working effectively with a wide range of people (artists, administrators, funders, donors, community partners, patrons) and also handling and prioritizing multiple projects (with guidance from Senior Curator and Project managers) in a fast paced department.
• 2+ or more years of administrative support experience required, preferred at executive-level for senior level managers, ideally in a performing arts or related cultural organization setting.
• Undergraduate college degree not required but preferred.

PHYSICAL DEMANDS

• Occasional event working where standing
• Extended sitting
• Must be able to lift up to 15 pounds at times.

Job Specifications

• All applicants must be eligible to work in the United States without the need for employer sponsorship.
• This position is not eligible for relocation assistance.
• This position is considered full-time, non-exempt. As a non-exempt position, it is eligible for overtime pay. The compensation for this role is $24.48 hourly (35 hours/week). The Walker offers a wide range of benefits for both part-time and full-time employees.
• This position is covered by the American Federation of State, County & Municipal Employees (AFSCME) labor contract.

Vaccination Expectation The Walker Art Center’s COVID vaccination policy requires staff to be fully vaccinated or to supply a negative test every 6 days. We will consider requests for reasonable accommodations based on disability or sincerely-held religious beliefs

Walker’s DEI commitment The Walker is committed to being an employer with a staff who, at all job levels, reflects the rich diversity of the communities and audiences we serve. We are dedicated to ensuring inclusion and equity in all our employment practices. We deeply value and welcome all the unique lived experiences in our applicants and encourage anyone meeting the minimum requirements to apply.

Recruitment Timeline All positions are open until filled.