Company Name:

The Clarice Smith Performing Arts Center

Location:

College Park, Maryland

Approximate Salary:

$40 Per Year

Job Category:

Administrative Support

Position Type:

Full Time

Posted

July 18, 2018

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Assistant Artistic Administrator

TITLE: Assistant Artistic Administrator
The Clarice Smith Performing Arts Center

University of Maryland at College Park
Salary: Starting salary expected in the low to mid $40s

Best Consideration Date:   August 3, 2018

Position starting date: ASAP

 

SCOPE OF RESPONSIBILITY:

 

Essential Job Functions         

The Assistant Artistic Administrator supports all activities of The Clarice Smith Performing Arts Center’s Artist Partner Program, which is dedicated to building the future of the arts through innovative performances and meaningful engagement of The Clarice’s community. The Artist Partner Program at The Clarice includes the Visiting Artist Series, National Orchestral Institute+Festival, NextNOW Fest, Maryland Day, Satellite Arts Partnerships, and Creation Residencies.

The Assistant Artistic Administrator assists The Clarice’s Artist Partner Program in coordination of matters relating to: patron research, strategy, cultivation, solicitation and stewardship; volunteer leaders; special events; campus and community partner events; departmental planning; and budgeting. The Assistant Artistic Administrator provides project and event coordination on behalf of the Artist Partner Program and Campus and Community Engagement and other special events as required. The Assistant Artistic Administrator also provides coordination of annual mailings to patrons on behalf of the Artist Partner Program. In addition, the Assistant Artistic Administrator works directly in support of the Artistic Administrator and Program Producers on the operational and administrative aspects of the Artist Partner Program including, but not limited to, producing, planning, scheduling and staffing all APP programs and events.

 

Special Event Project Management and Event Coordination

·      Act as project manager for all Artist Partner Program special events (Partner Recognition Party, House Concerts, Receptions, Galas, Pre-Performance Dinners, ArtTours, etc.)

·      Create and maintain timelines, common calendars and project management tools to establish excellent communication within the Artist Partner Program team and across departments

·      Maintain appropriate mail lists in partnership with Clarice Box Office and College of Arts & Humanities Development office

·      Draft for review invitations, programs and mailing content

·      Create and maintain registration systems for events; maintain attendees lists and receives RSVPs

·      Liaise with Marketing Department for design consistency within program standards and branding

·      In consultation with appropriate vendors, coordinate and manage all aspects of venue, catering, equipment and staffing needs

·      Assist in creating event briefings

·      Assist relevant staff at events including engaging in and recording participant information and feedback. Expected to attend and work events, which requires some night and weekend hours during events

·      Coordinate event follow up including mailed and electronic correspondence

·      Make decisions and recommendations to the Artistic Administrator or appropriate Clarice staff regarding timelines, budgets, presentation and patron experience of special events

·      Project a consistently positive image to the Campus, community and constituents, conducting his/herself in a professional manner as a representative of The Clarice, and promote the highest standards of academic, personal, and professional integrity

·      Use discretion when handling confidential materials, and uses good judgment, tact, and respect in interactions with all Clarice stakeholders

 

Artist Partner Program Performance and Festival Support

·      Serve as Manager on Duty and assist with administrative advance for approximately 30 events annually presented at MilkBoy ArtHouse in partnership with campus and community arts and cultural organizations

·      Serve as primary backup to Artist Services Coordinator for all APP programs, assisting with artist transfers, hospitality and accommodation

·      Coordinate/Reserve National Orchestral Institute + Festival audition venues, logistics, travel; manage applicant communications and scheduling. Act as onsite audition assistant as needed

·      Coordinate NOI+F schools and university database; provide recruitment materials and evaluated effectiveness of communication strategies

·      In collaboration with the Artist Services Coordinator, assist in the coordination of student housing, logistical details, and transportation needs for NOI+F and NextNOW Fest

·      Assist in coordination of rehearsals, performances, and all other activities of the National Orchestral Institute + Festival and NextNOW Fest

·      Coordinate volunteer staffing for NextNow Fest, including recruiting and scheduling

 

General Administrative and Communication Support and Student Staff Supervision

·         Initiate, collect, manage, and interpret survey and program impact data for Annual Reports and associated APP initiatives

·         Coordinate room reservations and scheduling for all Artist Partner Program activities

·         Assist the Artistic Administrator in operational aspects of season planning for all Artist Partner Program events and festivals

·         Make all necessary arrangements for Artist Partner Program staff travel and independently perform required administrative follow-up and recordkeeping, including travel requests, reimbursements, and proper financial allocation

·         Actively participate in departmental planning as well as The Clarice’s operational planning and organizational development as needed

·         Perform other duties as assigned and deemed necessary in contributing to the mission of the Artist Partner Program

·         Hire, train and supervise student employees

·         Exhibit the ability to work independently and use good judgment in making decisions regarding task priorities and activities for students

·         Prioritize work projects, make certain budgeting and financial allocation decisions, and expend budgeted funds with the approval of the Artistic Administrator

·         Perform job duties in accordance with University and The Clarice policy, and generate understanding and cooperation among team members

·         Interact with various members of The Clarice and University units

·         Encourage a high level of open and informal communication among staff and across department lines and work effectively in a collaborative and strategic environment

 

List physical demands of position:

·         General Office Environment

 

QUALIFICATIONS:

 

Minimum: 

·         Bachelor’s degree or equivalent combination of education and experience required.

·         Prior experience in project management, or in planning, organizing and producing events

·         Prior professional or internship experience at an arts, culture, community service, or non-profit organization

·         Proficiency in using Microsoft Office, Google Office and databases

·         Available to work weekends and evenings as needed

·         Must have a Driver’s License that is valid in the state of Maryland

 

 

 

Preferences: 

·         Ability to plan, organize, prioritize, delegate, schedule, and execute multiple complex and ongoing assignments

·         Excellent oral and written communication and interpersonal skills to respond to a wide range of partners and constituencies

·         Superior organization skills, with an emphasis on accuracy of detail and ability to maintain accurate files and records, acknowledgements, contact reports

·         Prior experience in composing correspondence, handling of confidential/sensitive materials

·         Prior experience in budgeting and financial analysis

·         Experience in handling highly confidential and personal information with tact and discretion

·         Customer service experience

 

 

TO APPLY:

 

Please visit theclarice.umd.edu/employment for instructions.

 

For more information about the University of Maryland, please visit maryland.edu.  The University of Maryland, College Park, actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee or applicant because of race, age, sex, color, sexual orientation, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, or political affiliation. Minorities and women are encouraged to apply.


 

Company Name:

The Clarice Smith Performing Arts Center

Location:

College Park, Maryland

Approximate Salary:

$40 Per Year

Job Category:

Administrative Support

Position Type:

Full Time

Posted

July 18, 2018

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