Production Office Administrator

Description: 

The Production Office Administrative Coordinator supports the entire Production Management Office inclusive of the Senior Director of Production, the Business & Operations Manager (BOM), and the Production Management team (PM team). Guided by the BOM, responsibilities include but are not limited to onboarding new per diem employees, preparing payroll, processing financial paperwork, scheduling meetings, and assisting the PM team in various capacities such as the hiring of Stage Managers. In addition, this individual will be the first point of contact in the Production Management Office, directing inquiries and answering questions as needed.

This is a fully in-person role. This position is non-exempt and the salary range for this role is $58,000 - $61,000. 
 

Working at Juilliard

Founded in 1905, The Juilliard School is a world leader in performing arts education. The school's mission is to provide the highest caliber of artistic education for gifted musicians, dancers, and actors from around the world so that they may achieve their fullest potential as artists, leaders, and global citizens.

Excellence and professionalism are important guides in how we go about our work, but we also connect to the mission as individuals in the workplace. We thrive because of our variety of backgrounds and our ability to be open and honest, and we also thrive because we enjoy each other's company. We believe that each employee has the responsibility to help shape the Juilliard organizational culture, and we provide opportunities to participate in team-building throughout the year. Our organizational values focus on excellence, creative enterprise, and equity, diversity, inclusion, and belonging.

We encourage you to read more about how we achieve our mission on our website, juilliard.edu.
 

Role Responsibilities:

Office Management Responsibilities:

• Coordinate staff and inter-departmental meetings as requested, attending and taking notes at these and other meetings as necessary. 
• Assist the Senior Director with scheduling their meetings and supporting them on projects as requested
• Update the Peter Jay Sharp Lobby schedule with meetings and Production events using Asimut calendar software as needed
• Assist the Senior Director with the planning and execution of departmental bi-annual meetings as well as supporting school events.  This may include scheduling, setup, breakdown, ordering, and purchasing of refreshments and other items as required
• Maintain the Stage Management data base
• Under the guidance of the PM team, reach out to and hire stage managers for Events
• Update and distribute the Production Department Contact and Emergency Contact Sheets
• Maintain the department's DL lists and manage annually Production Apprentice groups in Drobox 
• Confirm program information and corresponding copy for various productions, communicating with shops, producing divisions, and the Publications department
• Create online Rehearsal and Performance Report folders on an annual basis
• Inventory, order supplies for, and stock departmental First Aid Boxes
• Coordinate with IT and/or the Facilities Department to schedule physical projects within the Production Office, as well as figure out any technical issues within the Production Department that may arise such as Dropbox or Cadence module access
• Assist the BMO with the oversight and direction of occasional office help 

Finance/Payroll/HR Responsibilities:

• Takes the lead in submitting invoices and reimbursements via Jot form and entering the data into the Departmental budget system 
• Preps departmental Amex charges in Oralcle (Cadence), tracking down missing receipts, and entering information into the Departmental summary files 
• Assist the BOM in verifying appropriate tracking of invoicing and other charges in Cadence, confirming that payments have gone through, and working with the Finance team to track down missing or late payments
• In tandem with the BOM, review all cash advances and reimbursements, confirming receipts are routed to the appropriate accounts
• File current financial paperwork as needed, archive old seasons as appropriate, and prep future season's filing system
• Onboard all overhire employees via Cadence, ensuring that background checks and appropriate employment paperwork have been completed and that ADP information has been disseminated; changing Managers in Cadence once completed 
• Requests all assignment additions/changes for overhire employees, and works with the BOM in tracking and confirming annual pay rate increases
• Prepare weekly payroll; cross checking all overhire timesheets and confirming hours are coded correctly in Cadence, assisting with data entry as needed; work with Payroll to rectify any issues such as late or missing payments; create and disseminate Weekly Payroll summary to the Production Shops
• Along with the BOM, prepare and process annual terminations of per diem employees. Communicating with each Production shop, collating responses, and then submitting information to HR
• Works with the BOM to ensure new full time employees have all necessary hardware and software 
• Assist in the training of all Production personnel in the use of the Cadence system
• Along with the BOM and the Production Office Business Administrator, maintain all Cadence flow charts, cheat sheets, and training guides 

Minimum Requirements:

• Bachelor's Degree or 4 years related work experience
• Computer literacy in Microsoft Office, specifically Word and Excel
• Experience with financial data systems a plus
• Strong communication and interpersonal skills
• Ability to work collaboratively as part of and in a team setting
• Ability to maintain a professional demeanor
• The ability to multi-task and to work under pressure
• Detail oriented with strong organizational skills
• Evening and weekend work may be required

Preferred Background:

• Prior experience working in a theatrical environment 
• Stage Management or Production Management experience beneficial

Please note that cover letters are required of all applicants. 

Nondiscrimination Policy:

The Juilliard School is committed to a policy of equal treatment and opportunity in every aspect of its relations with its faculty, staff, students, and other members of the Juilliard community, and does not discriminate on the basis of actual or perceived race, color, religion, creed, age, sex, national origin, alienage, ancestry, citizenship, sexual orientation or preference, gender identity, physical or mental disability, medical condition, predisposing genetic characteristics, marital status, partnership status, or any other basis prohibited by applicable local, state, or federal law. This nondiscrimination policy covers, but is not limited to, recruitment, hiring, training, benefits, rates of pay and other forms of compensation as well as student admission, access, and treatment in school programs and activities.