Artistic Operations Coordinator

This is a full-time hourly position with a minimum of 35 hours per week.

PURPOSE: To Assist Artistic Department in all operations management, including database management, expense and financial processing, contracting and personnel management.

ESSENTIAL JOB FUNCTIONS:

• Initiates all Artist contracting functions, including collecting and inputting terms and data via Artistic Database, generating documentation including side letters and addenda, shepherding reviews and approvals, and issuing and tracking all contracts and enclosures, including necessary follow-up and responding to queries.
• Prepares and issues regular reporting and updates for Artistic-Music teams, including contract status reports, notifications, and a contact sheet for all confirmed artists.
• Gathers, inputs and maintains Artistic Database data, including season and repertoire planning, casting, personnel information, report generation, and rate and fee paradigms as set by associated collective bargaining agreements.
• Creates and updates all Principal Artist fee Abstracts and payroll documentation and liaise with the Finance Department to set Artist payment schedules.
• Creates season roster casting sheet for program books. Liaises with AGMA on all Principal Artist paperwork and administers benefit submissions and payments for Principal Artists with AGMA's Health and Retirement Fund.
• Prepares Principal Artist benefits reports for SF City Option Health Fund in coordination with Finance Department.
• Liases with and prepares reporting for Artists related to fees and payments, including fee breakdowns.
• Tracks and issues Principal Artist and Music Staff overtime, per diem, penalty payments, and media fees.
• Administer Artistic-Music-Production Database systems (Quickbase), including day-to-day maintenance.
• Acts as Artistic Staff on duty at performances as assigned.

SECONDARY FUNCTIONS:

• Processes departmental expense reports and fee requests, as assigned.
• Maintains and manages Company audition database, liaising with the Artistic Assistant, as required.
• Tracks all cross-departmental Artist requests and attends and staffs events, as assigned.
• Creates and maintains Artistic and Music Planning documentation, including casting sheets and out-season-planning.
• Provides administrative support for collective bargaining sessions, as required.
• Collaborates with Artistic Assistant in the proofreading of company documents (Press Releases, Brochures, Programs, etc.)
• Performs other job-related duties as assigned.

EDUCATION: Bachelor's degree from accredited college or university (preferred) or work equivalent experience.

EXPERIENCE:

• Minimum 3+ years of experience.

PREREQUISITE SKILLS & REQUIREMENTS:

• Meticulous attention to detail and excellent proofreading skills.
• Familiarity with database systems (Quickbase, FileServer, ArtsVision, etc.) desirable but not required.
• Experience and/or familiarity with computer programming (Javascript, SQL, etc.)desirable but not required.
• Proficiency in Microsoft Office applications with special expertise in Excel.
• Familiarity and experience with contracts and/or labor agreements (ex: AGMA)
• Strong financial management experience, including tracking and processing expenses and budgeting.
• Familiarity with e-signature technology (DocuSign) and cloud storage systems (BOX, Dropbox, etc.)
• Ability to work independently, prioritize tasks; and exercise good judgment and initiative.
• Ability to manage multiple, competing priorities successfully.
• Ability to thrive in a fast-paced, rapidly changing environment.
• Outstanding interpersonal skills including the ability to interact with artists, staff, the public, and volunteers in a professional, confidential and tactful manner.
• Ability to communicate clearly and effectively, both orally and in writing.
• Reliable daily attendance and punctuality.
• Familiarity with classical music, performing arts and/or live performance production, preferred but not required.
• Must perform the functions of the position in a safe manner.