Under supervision of the Senior Artistic Planning Coordinator, the Artist Services Coordinator serves as a key liaison for The Clarice’s Artistic Planning Team with presented artists and management representatives, ensuring effective planning of artist visits for performances and handling communications to ensure all logistics are managed optimally. The Artist Services Coordinator independently handles all aspects of artist-related hospitality and travel logistics, and ensures a welcoming and supportive environment for visiting artists engaged in The Clarice performances, engagement activities, extended residencies, and other program initiatives. As a member of the Artistic Planning Team, the Artist Services Coordinator will consistently project a positive image to the campus, community and constituents, and maintain a productive environment where people strive for quality of service that is supportive of all constituents and staff.
Essential Job Functions
COORDINATE LOGISTICS FOR VISITING ARTISTS
- Coordinate logistical details and planning related to visits by artists and professional guests participating in performances, engagements, residencies, commissions, or other initiatives as part of The Clarice’s presenting season, including but not limited to: Artists-In-Residence, BlackLight Summit, Maryland Day at The Clarice, National Orchestral Institute + Festival, NextNOW Fest and associated events, Visiting Artist Series and associated engagement activities
- Communicate directly with artists and their representatives to ensure effective planning of artist visits ensure that the needs of both the artist and The Clarice are met in a timely manner.
- Provide advance information to artists/managers to reiterate pertinent contract details, and to provide helpful information prior to the engagement.
- Collaborate with campus service providers and external vendors to arrange for transportation, lodging, catering, parking, and other contractually agreed support.
- Collaborate with The Clarice Operations departments, College of Arts and Humanities Marketing and Communications and Development departments, and other staff to ensure comprehensive and coordinated scheduling of all rehearsals, sound checks, engagement activities, publicity interviews, and development-related appearances involving visiting artists.
- Serve as on-site manager and The Clarice representative for artists. Schedule and manage appropriate Artist Services staff support when artists are present at The Clarice or in related activities, greeting the artists and escorting them to engagements, rehearsals or events.
- Supervise hospitality, catering and local transportation as contractually agreed.
- Collaborate with Guest Experience staff to coordinate the sale of artist merchandise, distribution of artist comps, and related matters.
- Create and distribute schedules, itineraries, and other documentation related to artist visits, residencies, engagements and performances; Attend weekly Event Support Meetings and other planning sessions to ensure good communication and effective operations planning in collaboration with other departments and staff at The Clarice.
- Conduct and document follow-up communications with artists, and managers, tour personnel and The Clarice staff, as necessary, to ensure strong ongoing customer service, address necessary issues and encourage effective communications.
- Determine selections of and oversee the provisions of food for staff members working during festivals; manage budgets related to food expenses.
- Manage enrollment and housing arrangements for conductors, faculty members, and student participants of the National Orchestral Institute and Festival.
COORDINATE ARTIST SERVICES-RELATED ACTIVITIES
- Coordinate all artist services-related activities of The Clarice, including policy creation, budget planning and administration, hiring and supervision of student and contingent staff for Artist Services, and other operational support.
- Form and maintain collaborative relationships with The Clarice’s Production Management, Guest Experience and Scheduling teams to ensure streamlined workflows that provide exceptional service to artists.
- Participate in the strategic and operational planning for The Clarice’s programs.
- Manage non-performance spaces in support of artist needs, including dressing rooms, green rooms, hospitality, rehearsals, storage and other needs to ensure smooth operations and comfort for visiting artists.
- Create an Artist Services budget for each performance season, project and track expenditures, and maintain accurate and up-to-date budget information for all expenses related to artist services. Provide reconciliations of actual expenses for financial review.
- Hire, train, evaluate, supervise, and schedule undergraduate and graduate student staff and contingent staff in Artist Services.
- Perform other duties as assigned and deemed necessary in contributing to the mission of The Clarice.
List physical demands of position
Position requires moderate activity and mobility, including within The Clarice, on campus, and within community settings such as schools, community centers, and other campus locations. Moderate lifting may be required associated with transporting materials for projects and in fulfilling requirements of artist hospitality.
- Bachelor’s degree, plus a minimum of two years related experience within performing arts administration or professional experience within a hospitality-related industry.
- Valid driver’s license required.
- Excellent organizational, communication, and interpersonal skills required.
- Ability to manage multiple projects on specific timelines and adhere to deadlines.
- Demonstrated ability to communicate effectively with a variety of stakeholders on multiple projects simultaneously, and work independently to anticipate and avoid problems before they occur.
- Attention to detail and computer literacy.
- Demonstrated ability to understand and evaluate artist contracts and technical riders.
- This position involves an irregular schedule including extensive evening and weekend work. Ongoing support of the Artists-In-Residence and Visiting Arts Series programs is required September through May, and peak seasons for this position include the following time frames:
- BlackLight Summit (typically early/mid February) and the week preceding it
- Maryland Day (typically the last Saturday in April) and the week preceding it
- National Orchestral Institute (typically the last week in May through the end of June) and the two weeks preceding it
- NextNOW Fest (typically early/mid September) and the week preceding it
- Three or more years professional experience in performing arts administration (music, theatre, or dance) or hospitality preferred.
- Proficiency with Microsoft Office products such as Excel and Outlook preferred.
- Proficiency with Google Drive preferred.
Submit application online at https://ejobs.umd.edu/postings/88147. Applicants are required to submit a resume, cover letter and a list of references. For best consideration, apply by Friday, October 15, 2021.
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.