Artistic Operations Coordinator

Central Role:         The Artistic Operations Coordinator is the central office administrator for the Artistic and Production Departments concentrating on Artistic Operations financial management, contract management, company management, and department support

 

Responsibilities:

 

Office Management

In collaboration with the Human Resources Department, establish onboarding procedures for all incoming Artistic Operations seasonal staff.

In collaboration with the Director of Production and Human Resources Department, determine office assignments for all incoming Artistic Operations seasonal staff

Obtain and process all new hire paperwork (and any necessary updates) for new crew/staff members, ensuring it’s correctly submitted to the Finance Department

Manage the onboarding process from seasonal staff’s first day, including training in all applicable OP technologies and infrastructure, including SharePoint, Office 365, office hardware (printers, scanners, company laptops, etc.)

Serve as the primary Artistic Operations contact for all seasonal staff questions regarding the above

 

Artistic Operations Administration

Process all Production contracts, maintaining appropriate records.

Organize all travel and housing for the Production department, assisting with travel and housing for the Artistic Department as needed.

VISA Applications

Create and maintain relationships with housing vendors

take notes at Artistic Operations staff meetings

Take and distribute notes at union negotiation sessions

Complete day-to-day department purchases as needed

 

Artistic Operations Finance Administration

Process Artistic Operations’ payroll

Process Artistic Operations Account Payables

Process Artistic Operations Account Receivables in collaboration with the Finance Department

Process Artistic Operations credit cards

Process Digital Media Payments, including creation of payment worksheets for AFM, AGMA and OP contractors for Finance and execution of payments

Process DEI payments, including the creation of invoices for vendors, if necessary

Run regular Activity reports as requested from Artistic Operations personnel and other departments as needed

Track all payroll and purchases for production rentals. Work with finance to coordinate closing out all rentals.

Manage and maintain the Artistic Operations petty cash

 

Community Initiatives

 

Assist the Community Initiatives Department with contract administration, including the creation of contract templates, guidance on the classification of workers (independent contractor vs employee), and training of CI employees on contracting processes

Secure new hire paperwork for all vendors and employees

Process all payments for contractors and employees

 

Other

Assist with obtaining permits for production

Assist with scheduling meetings

Participate in Special Events, including those for Development, Marketing and Community Programs

Provide support for other Artistic Operations special projects

Assist in submitting content for program proofs

Other duties as assigned

 

Qualifications and Experience:

 

Bachelor’s degree and two years’ experience in a professional office environment. Experience in the performing arts preferred.

Experience working with supertitles and ability to follow a musical score preferred but not required.

Must be highly motivated and a self-starter.

Excellent organizational, interpersonal, and communication skills.

Ability to work alone or as part of a team.

Must be able to handle multiple projects at the same time.

Computer skills, with a working knowledge of Microsoft Office suite and Activity Accounting and Corpay One and TitleDriver softwares or willing to learn.

Occasional evening and weekend work required.

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.