Company Artistic Administrator and Lead Scheduler

Enhancing lives through the power of dance

Summary/Objective: 

 The Company Artistic Administrator/Lead Scheduler reports directly to the General Manager and Director of Artistic Operations and works closely to support the Artistic Director. The position is responsible for the master calendar and works closely with all Artistic and Administrative staff as needed to ensure there are cohesive artistic operations related to performances, scheduling, production, CEPP events, Dance Innovation Lab and other studio events.   

Essential Functions:

• Coordinate Company scheduling including dancer schedules, wardrobe fittings, shoe fittings, pianist, choreographers and repetiteur’s rehearsals in accordance with AGMA’s CBA.
• Acts as primary scheduler for Dance Innovation Lab and ancillary spaces as required during events including developing standard operating procedures for use of space.
• Works with the Artistic Director to make sure all casting is accurate, and each ballet receives the required number of rehearsal hours. Assists the Artistic Director with communications related to dancers, marketing, wardrobe, production, and shoe department.

Scheduling:

• Build daily Company rehearsal schedule and post on Dancer Portal in accordance with AGMA CBA.

• Notify dancers, artistic staff and accompanists of scheduling changes as needed.
• Attend weekly Company Artistic Staff meeting for artistic planning, casting updates, and to ensure coordination of advancement requests.
• Attend Monthly Planning meetings and assist with management of organization season calendar.
• Coordinate with SPB Artistic Coordinator on studio, pianist and teacher availability.
• Communicate children’s role and rehearsal requirements to Manager of SPB and Children's Ballet Stager when students are needed in company productions.
• Primary scheduler for Dance Innovation Lab
  • Work with Senior Leadership to determine priority for use and booking of rehearsals and events in the innovation dance lab.
  • Coordinate with all departments to book performances, events on site and maintenance as needed
  • Active member of activation committee.

Assisting Artistic Director:

• Manage Artistic Director’s calendar including populating outlook with rehearsal schedule, company events, meeting requests, and personal appointments.
• Organize an efficient and balanced daily schedule.
• Provide general daily reminders.
• Coordinate meetings for Artistic Director when requested by various departments and company dancers.

Production:

• Attend Production/ Wardrobe Meetings
• Disseminate updated casting for all productions to dancers, artistic staff, SPB Artistic Coordinator, wardrobe, and production.
• Coordinate wardrobe and shoe fittings with wardrobe department.
• Post hair, makeup, shoe requirements for each production on dancer portal.

Additional Responsibilities:

• Assist company manager with company and Orchestra auditions.
• Assist Company Manager with tour planning as needed.
• Work closely with SPB Artistic Coordinator when casting and scheduling students and PBII dancers for Company performances.
• Maintain communications with Facilities regarding studio rentals and Advancement special events where the studios and/or DIL are to be used.
• Other job duties as required

Supervisory Responsibility:  None

Expected Hours of Work: Regular business hours are Monday through Friday 9:00 a.m. to 5 p.m. Occasional evening and weekend work may be required as job duties demand. Availability to work nights and weekends for performances as necessary.

Travel: Travel is primarily locally during the business day, although some out of the area travel and overnight may be expected.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Clearances: Must pass criminal and child abuse background checks as required for role.

Required Education and Experience:

• Bachelor’s degree or equivalent experience.
• Knowledge of dance a plus.
• Experience in Theater Production and audio/visual technology a plus.
  
  Strong knowledge of Microsoft 365, Microsoft Excel, other Microsoft applications and SharePoint.

Required Skills and Competencies:

• Assist Company Manager with company and Orchestra auditions.
• Assist Company Manager with tour planning as needed.
• Format programmatic casting for each production and distribute final casting to Advancement.
• Work closely with SPB Manager, Artistic Coordination/PBII Company Manager when casting and scheduling students and PBII dancers for Company performances.
• Maintain communications with Facilities regarding studio rentals and Development and CEPP special events where the studios are to be used.
• Must be able to multi-task and move fluidly between the roles of this position.
• Requires a team-oriented person who understands the dynamic of working with a diverse team to achieve organizational goals.
• Positive attitude and exceptional work ethic.
• Excellent communication, collaboration, and problem-solving skills.
• Establish and maintain effective and productive working relationships within a diverse and multicultural environment.
• Ability to manage multiple priorities in a dynamic environment.
• Ability to collaborate well with others across all functional areas.
• Take appropriate steps to promote and enforce safe work practices within each area of responsibility in accordance with policies and protocols.