Artistic Operations Coordinator

Reporting to the Associate Dean of Artistic Operations, the Artistic Operations Coordinator will be primarily responsible for providing administrative coordination and support to Artistic Operations department, including all guest artist activities throughout the school year, such as coordinating and supporting artistic projects and programs, including, but not limited to, guest artist logistics and payment processing.  The position will assist with the internal scheduling of rooms and event spaces for the SFCM community, assist in the  organization of the Artistic Operations office, and ensure that projects and tasks are completed in a timely manner and at the highest levels.

The position requires excellent communication and collaboration with internal departments, including Production, Advancement, and Finance, as well as artists and external industry partners. The ideal candidate for the position is also passionate about working with musicians and supporting their artistic goals and projects.

Part-Time, Non-Exempt

$25/hour, 30 hours per week

Artistic Administration

• Under the supervision of the Associate Dean of Artistic Operations, coordinate the advancement and administration of all guest artist visits and activities
• Draft guest artist contracts and coordinate execution process between the Artistic Operations office and artist management
• Advance guest artists’ travel and lodging arrangements as needed
• Submit, track, and reconcile all guest artist payments and reimbursements 
• Support the Artistic Operations department in annual season planning
• Assist in department budget management, forecasting, and reconciliation

Event and Room Scheduling

• Coordinate the daily and weekly rooms scheduling for the internal SFCM community via the campus scheduling software, EMS
• Assist the Rental Events Manager in scheduling event rentals in SFCM spaces
• Work with faculty and staff in scheduling halls and classrooms for lessons, classes, rehearsals, and other events
• Coordinate the bookings process for students requesting performance halls and classrooms for rehearsals and self-recordings
• Assist with collecting information on production logistics related to concerts, rentals, and other special events
• Maintain project management timelines and ensure that deadlines are met
• Troubleshoot scheduling conflicts in a professional and efficient manner
• Ensure accurate record-keeping and file storage for all relevant data
• Concert and on-site event duty as needed

Required

• Background in classical music
• Available to work in person during business hours with occasional nights and weekends
• Strong interpersonal and communication (verbal and written) skills with the ability to interact confidently with a variety of stakeholders
• High degree of professionalism, discretion, and diplomacy in handling sensitive information
• Excellent organizational, time management, and multitasking abilities
• Proficient in Google Workspace

Preferred

• Associates degree or higher
• Experience in higher education and arts administration
• Live event management experience