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Artistic Operations Coordinator
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Opera Philadelphia
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.