The Clarice Smith Performing Arts Center seeks Artistic Services Coordinator

October 7, 2021

The Clarice Smith Performing Arts Center seeks Artistic Services Coordinator

SCOPE OF RESPONSIBILITY:
Under supervision of the Senior Artistic Planning Coordinator, the Artist Services Coordinator serves as a key liaison for The Clarice’s Artistic Planning Team with presented artists and management representatives, ensuring effective planning of artist visits for performances and handling communications to ensure all logistics are managed optimally. The Artist Services Coordinator independently handles all aspects of artist-related hospitality and travel logistics, and ensures a welcoming and supportive environment for visiting artists engaged in The Clarice performances, engagement activities, extended residencies, and other program initiatives. As a member of the Artistic Planning Team, the Artist Services Coordinator will consistently project a positive image to the campus, community and constituents, and maintain a productive environment where people strive for quality of service that is supportive of all constituents and staff.

Essential Job Functions:
COORDINATE LOGISTICS FOR VISITING ARTISTS

  • Coordinate logistical details and planning related to visits by artists and professional guests participating in performances, engagements, residencies, commissions, or other initiatives as part of The Clarice’s presenting season, including but not limited to: Artists-In-Residence, BlackLight Summit, Maryland Day at The Clarice, National Orchestral Institute + Festival, NextNOW Fest and associated events, Visiting Artist Series and associated engagement activities
  • Communicate directly with artists and their representatives to ensure effective planning of artist visits ensure that the needs of both the artist and The Clarice are met in a timely manner.
  • Provide advance information to artists/managers to reiterate pertinent contract details, and to provide helpful information prior to the engagement.
  • Collaborate with campus service providers and external vendors to arrange for transportation, lodging, catering, parking, and other contractually agreed support.
  • Collaborate with The Clarice Operations departments, College of Arts and Humanities Marketing and Communications and Development departments, and other staff to ensure comprehensive and coordinated scheduling of all rehearsals, sound checks, engagement activities, publicity interviews, and development-­related appearances involving visiting artists.
  • Serve as on­-site manager and The Clarice representative for artists. Schedule and manage appropriate Artist Services staff support when artists are present at The Clarice or in related activities, greeting the artists and escorting them to engagements, rehearsals or events.
  • Supervise hospitality, catering and local transportation as contractually agreed.
  • Collaborate with Guest Experience staff to coordinate the sale of artist merchandise, distribution of artist comps, and related matters.
  • Create and distribute schedules, itineraries, and other documentation related to artist visits, residencies, engagements and performances; Attend weekly Event Support Meetings and other planning sessions to ensure good communication and effective operations planning in collaboration with other departments and staff at The Clarice.
  • Conduct and document follow-up communications with artists, and managers, tour personnel and The Clarice staff, as necessary, to ensure strong ongoing customer service, address necessary issues and encourage effective communications.
  • Determine selections of and oversee the provisions of food for staff members working during festivals; manage budgets related to food expenses.
  • Manage enrollment and housing arrangements for conductors, faculty members, and student participants of the National Orchestral Institute and Festival.

COORDINATE ARTIST SERVICES-RELATED ACTIVITIES

  • Coordinate all artist services-related activities of The Clarice, including policy creation, budget planning and administration, hiring and supervision of student and contingent staff for Artist Services, and other operational support.
  • Form and maintain collaborative relationships with The Clarice’s Production Management, Guest Experience and Scheduling teams to ensure streamlined workflows that provide exceptional service to artists.
  • Participate in the strategic and operational planning for The Clarice’s programs.
  • Manage non-performance spaces in support of artist needs, including dressing rooms, green rooms, hospitality, rehearsals, storage and other needs to ensure smooth operations and comfort for visiting artists.
  • Create an Artist Services budget for each performance season, project and track expenditures, and maintain accurate and up-to-­date budget information for all expenses related to artist services. Provide reconciliations of actual expenses for financial review.

ADMINISTRATIVE SUPPORT

  • Hire, train, evaluate, supervise, and schedule undergraduate and graduate student staff and contingent staff in Artist Services.
  • Perform other duties as assigned and deemed necessary in contributing to the mission of The Clarice.

Minimum Background Requirements: 

  • Bachelor’s degree, plus a minimum of two years related experience within performing arts administration or professional experience within a hospitality-related industry.
  • Valid driver’s license required.
  • Excellent organizational, communication, and interpersonal skills required.
  • Ability to manage multiple projects on specific timelines and adhere to deadlines.
  • Demonstrated ability to communicate effectively with a variety of stakeholders on multiple projects simultaneously, and work independently to anticipate and avoid problems before they occur.
  • Attention to detail and computer literacy.
  • Demonstrated ability to understand and evaluate artist contracts and technical riders.
  • This position involves an irregular schedule including extensive evening and weekend work. Ongoing support of the Artists-In-Residence and Visiting Arts Series programs is required September through May, and peak seasons for this position include the following time frames:
    • BlackLight Summit (typically early/mid February) and the week preceding it
    • Maryland Day (typically the last Saturday in April) and the week preceding it
    • National Orchestral Institute (typically the last week in May through the end of June) and the two weeks preceding it
    • NextNOW Fest (typically early/mid September) and the week preceding it

Preferred Background:

  • Three or more years professional experience in performing arts administration (music, theatre, or dance) or hospitality preferred.
  • Proficiency with Microsoft Office products such as Excel and Outlook preferred.
  • Proficiency with Google Drive preferred.

Apply on the Association of Performing Arts Professionals website!

 

Body

FAIRFAX CHORAL SOCIETY SEEKS OFFICE ADMINISTRATOR 

The Fairfax Choral Society is seeking a part-time office administrator that reports to the board chair and supervises interns and volunteers. This is a contract 1099 position, which is currently staffed by two part-time contractors. FCS Office Administrators directly support the execution of all aspects of the Fairfax Choral Society - all choruses, rehearsals, musicianship classes, concerts, and office administration.

Duties and responsibilities include, but are not limited to:

FCS Membership
· Obtain approved membership due rates from Board, set up and manage membership registration of new and returning members, adding or editing members in Chorus Connection as needed.
·Ensure accurate records and contact information for FCS members, youth parents, staff and Board members.
·Organize and enlist volunteer and intern support across all aspects of FCS operations.
· Ensure Chorus Connection Calendar is populated with rehearsal, class and concert information for the season.
· Prepare for and assist with Youth Orientation events.
· Ensure Chorus Handbooks are updated at the beginning of each season.

Financial
· Set up dues and tuition in Chorus Connection and monitor that they are being paid in a timely manner.
· Provide Finance with monthly (or as needed) reports on payments made via Chorus Connection and PayPal.
· Collect Financial Assistance Applications, review for completeness, and forward to the Board for determination.
· Execute agreements with FCS staff, ensuring 1099 forms (W-9s) are completed; post digital copies on secured Google Drive.
· Collect hours worked from hourly staff on a monthly basis and provide information to Finance.
· Manage and schedule venues for rehearsals, classes, concerts, and special events as directed by Directors and Board. Execute contracts with venues as required.
· Record and deposit all checks received in the office, sending Finance a detail sheet of deposit.
· Process organization’s bills by completing a Check Request form and submitting it with backup documents to Finance.
· Maintain Donor mailing list. Record donations, promptly acknowledge donations with thank you /tax letter or email. Inform Board Chair of large donations and report donations as requested to full Board.
· Facilitate semi-annual fundraising appeals, printing letter and labels, stuffing envelopes, using FCS Permit for mailing.
· Provide support and/or manage FCS Fundraising Events (Auction, Raffle, Dessert and Soup Fundraisers).
· Ensure FCS corporate registrations, dues, and other corporate filings and memberships are current.
· Assist with Grant application process as requested.

Concert Support
· Manage posting of concert details, graphics and ticket sales on FCS Website. Report on ticket sales as requested.
· Manage concert program and marketing flyer production and printing. Produce and distribute Production Schedule for each concert program, ensuring each person providing input knows deadlines.
· Coordinate with support musicians, audio, video and photography individuals as requested by Directors, collect 1099 info (W-9) and ensure payment. Ensure all digital audio/visual files are posted to the Google Drive.
· Support procurement of sheet music as requested, to include: ordering, distribution, reimbursement and billing members through Chorus Connection. Ensure incoming bills for music are paid in a timely manner.
· Serve as, or arrange for, the on-site Front of House Manager for all concerts.
· Recruit volunteers for each concert as needed and requested by Front of House Manager.
· Prepare concert supplies for Front of House Manager (Tickets, Comp Tickets, Cash Boxes, Programs, Volunteer List, Volunteer Instruction Sheets, Ticket Sales List, FCS Member Lists)

Communications
· Obtain Master Season Calendar from Directors; Manage preparation and mailing of annual FCS Season Brochure.
· Manage Constant Contact account and distribution lists; sending announcements as required or requested.
· Publicize FCS programs and disseminate audition opportunities through a variety of online communication platforms.
· Manage timely updates and postings on the FCS website, as well as FCS’s Facebook and Instagram accounts, and other social media accounts as needed.
· Ensure member and parent concerns are addressed or directed to the appropriate person for action in a timely manner.
· Prepare written reports to the board as requested and attend FCS Board meetings.
· Organize and maintain FCS physical and digital files, ensuring those with a need to access can do so.

Qualifications:
· Bachelor’s degree, with at least 2 years of administrative and/or customer service experience, preferably in the arts
· Excellent interpersonal and organizational communication, writing, and problem-solving skills
· Ability to work with accuracy, attention to detail, and as part of a team
· Proficiency in Microsoft Office and Google Suite
· Willingness to learn QuickBooks, WordPress and Adobe Creative Suite
· Experience or willingness to learn social media, website, and FCS-specific online applications.

 

For more information, visit the Fairfax Choral Society website.

If you have a job or internship opportunity to share with Arts Management students and alumni, email a full description to amgtgmu@gmu.edu for posting.

 

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