Coordinator, Performing Arts Department

Description of Position

Under general supervision, the Performing Arts Department Coordinator provides comprehensive administrative and logistical support to the Performing Arts Department within Division III, Visual and Performing Arts. This role focuses on coordinating performing arts productions, events, and activities, including communication with cast members, ensemble members, orchestra members, faculty, staff, students, and external parties. The Coordinator arranges payments, manages scheduling, organizing safety plans and facilitates marketing and promotional efforts to ensure smooth operations of performances, rehearsals, and related events.

Key Responsibilities

Administrative and Office Support:

• Serve as the primary point of contact for receptionist duties, including answering phones, providing information to the public, filing, managing office equipment and supplies, and handling bulk mailings.
• Schedule private lessons, applied lessons, rehearsals, events, meetings, and room reservations using systems such as CourseDog.
• Assist with divisional deadlines and coordinate with Instructional Specialists as needed.
• Order office supplies and equipment; maintain inventory and distribution of departmental materials.
• Organize and manage a comprehensive department wide safety policy.
• Compose professional correspondence, memos, agendas, minutes, and presentations; communicate effectively via email, texting, phone, and in-person with internal and external stakeholders.

• Contact and communicate with cast members, ensemble members, orchestra members, faculty, staff, and students to coordinate participation in productions, rehearsals, and performances.
• Arrange payments, contracts, and reimbursements for performers, guest artists, and external vendors; manage related documentation and communications between internal departments and external parties.
• Work with faculty, directors, and production teams to support event logistics, including performer scheduling, attendance tracking, and post-performance follow-ups.
• Coordinate marketing and promotional efforts for performing arts classes and events.

• Assist in the planning and execution of performing arts productions and events, ensuring seamless communication across all parties involved.
• Manage distribution of event-related materials and handle post-event tasks such as collecting feedback forms and finalizing payments.
• Collaborate with internal teams and external partners to resolve issues, problem-solve, and adapt to changing priorities in a fast-paced environment.

• Perform additional related duties as assigned to support the department's goals.

Minimum Expectations & Requirements

• High school diploma or equivalent, plus two years of increasingly responsible office experience in records, communications, or a related field; or an equivalent combination of education and experience.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), email systems, and ability to learn department-specific applications (e.g., scheduling software).
• Strong organizational, time management, and multitasking skills with attention to detail.
• Excellent communication skills (verbal, written, and digital) and ability to work with confidential/sensitive information.
• Ability to establish and maintain effective working relationships with diverse internal and external customers.
• Regular attendance is an essential job function.

Preferred Skills & Abilities

• Bachelor's degree in a related field.
• Experience in higher education, community college, or performing arts environment.
• Familiarity with performing arts terminology, production processes, and event coordination.
• Proficiency in graphic design tools for promotional materials or experience with marketing in arts settings.