Programming Coordinator
Company: Blumenthal Arts
Salary Range: Grade 13
Position Summary
The Programming Coordinator is a key support role within the Programming Department, working collaboratively with all members of the team to ensure the success of Blumenthal events both on-site and off-site. This position collaborates closely with team members to manage departmental reporting and process contracts, budgets, and settlements. The Programming Coordinator provides general administrative support to facilitate the smooth operation of the Programming Department.
The role requires flexibility in work hours to accommodate events, including evenings and weekends, ensuring presence and support during assigned events.
Duties & Responsibilities
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Work with Venue Partners to provide accurate venue availability and pricing information and resolve any scheduling conflicts.
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Process Venue Partner pre-estimate requests and collaborate with the Venue Partner Manager to ensure timely responses to clients.
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Draft, execute, and track Venue Partner contracts, ensuring timely signing and deposit payments.
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Lead client walkthroughs of potential rental venues, providing guidance and addressing client needs to ensure a positive experience.
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Submit and manage payment requests through the BA payment system.
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Integrate confirmed events into the Programming Master Budgets, ensuring accurate financial tracking.
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Finalize event settlements within the Programming Master Budgets (Venue Partner, Attractions, and Broadway)
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Prepare co-pro and internal settlements for review by Programming General Manager, ensuring clear and accurate financial reporting.
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Oversee accurate data collection and distribution.
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Compile demographic and statistical information for quarterly Development reports and the annual PACC survey.
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Ensure accurate reporting and payment for Tulip, ASCAP, BMI, and SESAC.
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Report box office data to Pollstar.
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Maintain and distribute updated monthly calendars to internal staff and BA partners.
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Review and finalize Attraction contracts, ensuring all terms are in order and marking up for BA President's signature.
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Monitor Momentus calendar to identify duplicate holds and ensure correct event placement, collaborating with internal teams to confirm event schedules and calendar availability.
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Manage and approve staff complimentary ticket requests.
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Oversee the use and release of Programming holds.
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Take accurate and detailed meeting minutes during programming-related meetings, distributing summaries to participants and following up on action items as necessary.
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Proactively assist with any additional tasks or special projects as assigned.
Qualifications
Education and Experience
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Requires a bachelor's degree in art administration or related field plus one year of general arts administration or event support experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.
Knowledge, Skills, and Abilities
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Ability to learn BPA’s software programs
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Ability to multi-task on various projects
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Strong communication skills
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Must be an independent self-starter who can identify areas of need
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Must be able to deliver excellent customer service over the phone, via email, and in-person
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Previous computer experience with excellent knowledge of Microsoft Excel
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Ability to adapt to last minute changes and fulfill client needs
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Must exercise a professional demeanor at all times
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Must be extremely detailed oriented and possess excellent proofreading skills
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Must have a genuine passion for the mission of Blumenthal Arts and interest in the performing arts