Artistic Administrator

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Position Information

Title: Artistic Administrator 

Location: The Clarice Smith Performing Arts Center, University of Maryland at College Park  
Salary: $65,000 to $70,000, commensurate with experience  
Best Consideration Date: September 19, 2023 
Position starting date: ASAP

Scope of Responsibility

The primary responsibility of the Artistic Administrator is to support the activities of The Clarice Smith Performing Arts Center’s Artistic Planning Department, which is dedicated to building the future of the arts through innovative performances and meaningful engagement of The Clarice’s community. The Artistic Planning Department at The Clarice includes the Visiting Artist Series, National Orchestral Institute+Festival, NextNOW Fest, Festival of Arts at Maryland Day, and additional partnerships on campus and in the community.  

 The Artistic Administrator focuses specifically on the operational and administrative aspects of the department, facilitating the contracting, budgeting, communications and scheduling of daily operations, planning, and administration. The Artistic Administrator also plays a key role as liaison between the Artistic Planning Department, Marketing/Communications, Guest Experience, Production/Events, and Finance/Administration departments of Center, ensuring the timely and accurate exchange of detailed information and schedules to ensure effective operations. The Artistic Administrator manages the department’s planning of cultivation, communication, and stewardship events to support annual giving to The Clarice Smith Performing Arts Center. 

Essential Job Functions

GENERAL ADMINISTRATIVE MANAGEMENT FOR THE ARTISTIC PLANNING DEPARTMENT 

Budget and Financial Management 

  • Lead the projection and tracking of all expenditures, and maintain accurate and up-to-date budget information for all initiatives and projects of the Artistic Planning Department. 
  • Provide accurate reporting of projections and actual costs for all projects. 
  • Collaborate with The Clarice’s department of Finance and Administration to ensure timely payment of fees, honorariums, and vendor invoices.

Contract Administration 

  • Supervise the generation of contracts and invoices for performances, residencies, commissions and all other program initiatives of the Artistic Planning Department. 
  • Ensure that Production and Events staff have up-to-date technical riders as required for the accurate projection of production expenses and contracting of projects. 
  • Facilitate the contract process from origination, through draft review to full execution; communicate with artists, artist managers, program staff and Events staff to ensure timely processing of all contracts and technical riders. 
  • Maintain accurate records and files of all contracts and agreements. Coordinate the distribution of executed contracts, or related contractual documents, to necessary Clarice staff. 
  • Collaborate with other Clarice staff to monitor compliance of all agreed terms, including deadlines of required production, itinerary, and program information. 
  • Collaborate with other Clarice staff to monitor compliance of all agreed terms, including deadlines of required production, itinerary, and program information. 
  • Liaise with University’s Office of General Counsel to maintain up-to-date contract templates and assist in the resolution of contract alterations and/or amendments. 

Project Planning and Execution 

  • Oversee all operational aspects of season planning for all Artistic Planning Department programs, communicating with artist managers, managing cost-outs and budget planning, and organizing communication amongst Artistic Planning curators and between Artistic Planning Departments and Production, Marketing, Campus and Community engagement, and other partners. 
  • Ensure representation of the Artistic Planning Department in The Clarice’s weekly events meetings, providing performance and engagement details, recording and distributing notes and action items of each events meeting to Artistic Planning Department staff. 
  • Manage the room and venue reservations and scheduling for all Artistic Planning Department activities. 
  • Oversee completion and accuracy for production, engagement, and travel schedules. Collaborate with the Scheduling Manager to ensure accuracy of all schedule information in EMS. 
  • Perform other duties as assigned and deemed necessary in contributing to the mission of the Artistic Planning Department. 
  • In Partnership with the Clarice’s Finance and Administration Department, manage the Artistic Planning Department’s travel requests and Concur training and usage.  

Artistic Planning Department Marketing and Communications Liaison 

  • Supervise the submission of Artistic Planning Department related information to The Clarice’s workspaces on Podio ensuring accuracy and up-to-date information and details. 
  • Manage the updating of all performance date/time/venue/description information for Podio entries and website throughout the season, communicating for inclusion in the Master Document as they happen.
  • Supervise the creation and proofing of programs, oversee proofreading for publications, ads, and other marketing materials within the Artistic Planning Department. 

DONOR STEWARDSHIP AND PARTICIPATION

  • Manage the Artistic Planning Department’s planning and implementation of all donor stewardship events, including pre- and post- performance receptions, catering, and guest list coordination. 
  • Lead planning sessions with Artistic Planning Department directors and collaborate with the Clarice’s Executive office as needed. 
  • Attend all donor events. 
  • Manage the annual communication and stewardship plan to achieve projected financial goal and number of donors for the individual annual fund program. 
  • Collaborate with Clarice leadership and department directors to set goals, timelines, and objectives for annual giving. Collaborate with UMD External Relations and ARHU Development partners to share data and increase prospects and giving opportunities. Analyze data to inform strategic cultivation of annual fund donors. 
  • Supervise the collection of data and accurate processing and reporting of annual fund gifts to The Clarice Smith Performing Arts Center. 
  • Collaborate with colleagues to develop and incorporate annual giving messaging for University-wide fundraising initiatives and Clarice marketing materials. 

SUPERVISION 

  • Hire, train, evaluate, and provide professional development opportunities for the Assistant Manager of Artist Services, Artist Services Coordinator and Artistic Planning Department Graduate Assistant. 
  • Oversee and ensure effective planning, delegation and completion of tasks and administration of services for all positions supervised. Ensure all activities are directed toward the efficient and effective realization of the Artistic Planning Department’s mission. 

List Physical Demands of Position:

  • Position requires moderate activity and mobility, including within The Clarice and on campus.
  • Moderate lifting may be required associated with transporting materials for projects.
  • Valid Driver’s license required.  

Qualifications

Minimum

  • Bachelor’s degree 
  • Three years of professional experience in a performing arts or entertainment presenting or producing organization, or three years of professional experience in any field in a position with project or event management responsibilities. 
  • Experience in contract administration. 
  • Demonstrated experience in working with budgets. 
  • Superior organizational and communication skills. 
  • Valid driver license. 
  • Available to work weekends and evenings as needed. 

Preferred

  • Experience in creating and implementing operational systems within a complex organization. 
  • Experience supervising staff. 
  • Experience with proofing and copy – editing publications. 
  • Knowledge of current practices and procedures in professional performing arts management. 
  • Strong organization skills, with an emphasis on accuracy of detail. 
  • Experience with Microsoft Office Suite, Basecamp, EMS Podio, or other scheduling or project management software. 

To Apply

Please visit https://ejobs.umd.edu/postings/111494  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.

Type of opportunity: 
Full Time
Salary: 
$65,000-$70,000
Best Consideration Date: 
Tuesday, September 19, 2023
Position starting date: 
ASAP
Position number: 
104322
Category status: 
33-Exempt Regular

The University of Maryland, College Park, an equal opportunity/affirmative action employer, complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.