Posted: Nov 16, 2017

COORDINATOR, SCHOOL and SUMMER PROGRAMS

Company: New Jersey Performing Arts Center

Department:               Arts Education  

Reports To:                Manager, School and Summer Programs

Status:                        Non-Exempt / Full-Time

Position Summary:

The Coordinator for School and Summer Programs has the primary responsibility of providing administrative support and program assistance for the planning and implementation of program activities and events on and off site. The Coordinator serves as a liaison on behalf of the NJPAC Arts Education Department (AED) to schools, communities and faculty in order to ensure quality customer service for NJPAC’s School and Summer Programs.

Essential Duties and Responsibilities:

Subject to the policies and management direction established by the Vice President for Arts Education, the duties of Coordinator of School and Summer Programs shall include:

Program Coordination (40%)

  • Coordinate all off and on-site program event logistics including but limited to: scheduling program sessions and activities, securing faculty availability, calendaring meetings and culminating events; creating, distributing, and collecting program paperwork and materials; making and logging phone calls; assisting with faculty and school recruitment; maintaining inventory; and collecting and compiling evaluative data.
  • Coordinates scheduling of all activities, generate faculty agreements and communicate schedule to teaching artists faculty.
  • Track, process program paperwork and copy resource materials as needed.
  • Coordinate all logistics for on-site program daily operations, including but not limited to schedule, room set-up, class lists, student demographics and classroom teacher/community partner.
  • Prepares, sends and monitors forms.
  • Maintain student rosters.
  • In collaboration with Artistic Director, coordinates culminating events and activities and incorporates faculty and school schedule as appropriate.
  • Collaborates with the Senior Manager of School Time & Assemblies for final performances and facilitates ticket requests, program copy, schedule, dressing room assignments and performance production. 
  • Coordinates video and photo distribution and archiving for all final performances and special events.  
  • Works with Office Manager to update and replace inventory as needed. 
  • Supports and helps with extracurricular performance requests when needed.

Community Liaison (20%)

  • Act as liaison between AED and the schools and community, as well as other internal NJPAC departments to ensure open communication.
  • Maintain and cultivate relationships with all external contacts; including schools, teaching artists, and community members.
  • Provide pertinent information to partners to assist in effectively promoting and selling AED Programs.     

Payroll and Expenses (20%)

In collaboration with the Manager of Operations and Systems ensure a high standard of payroll services for teaching artist faculty. This includes payroll processing, understanding and following payroll procedures and payroll related forms, tracking payroll hours, faculty expense sheets and addressing payroll queries from faculty.

Documents and Database (10%)

Maintain systems of communication, organization, and documentation for program areas. This includes maintenance of ArtsVision, the teaching artist roster, school database, file management, expense reports, and assisting program budgets.

Invoicing and Payments (10%)

Accountable for creating and issuing invoices, assisting Finance and the AED Bursar with processing payments, and updating customer records.Creates and maintains inter-departmental files on the financial status of accounts to track In-Schools revenue and sales information.                      
 

Qualifications

  • Bachelor’s degree in business or arts-related field.
  • Two (2) years experience in arts education with responsibility planning logistics for arts training projects and performing arts events.
  • Experience in developing arts programming reflecting the ethnic diversity of New Jersey’s population.
  • Experience in the genres of Jazz Music, Devised Theater, Modern and Tap Dance, Hip Hop, Performance Poetry, Film and Musical Theater.
  • Comfort with overseeing the logistics of multiple art forms is a plus.
  • Having access to a reliable vehicle for travel throughout New Jersey is a plus.
  • Comfort with managing arts programs which reflect ethnic and multicultural diversity.
  • Strong oral and written communication skills. 
  • Must be able to effectively communicate the goals and concepts of the NJPAC Arts Education Department to the public.
  • Strong detail orientation and a team player.
  • Strong computer skills and strong working knowledge of Microsoft Word, Excel, Google Docs, and PowerPoint software required, experience with Arts Vision is helpful.
  • Able to work flexible hours, evenings and weekends as needed
  • Willingness to take on additional responsibilities as requested.

No phone calls please.  Please e-mail résumé, cover letter, and salary requirements to [email protected] (be sure to note the job title in the subject line of your e-mail). Resumes without salary requirements will not be considered.

We thank you for your interest in working for NJPAC. Once submitted, your résumé will be reviewed, and if your background fits our needs, someone from our office will contact you for an interview. 

NJPAC is an Equal Opportunity Employer

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