The Program Coordinator provides administrative and event logistics support for Programming activities at Strathmore. The Program Coordinator helps coordinate artist travel, transportation, hotel, technical arrangements, catering, and general hospitality as assigned by the Director of Programming and the Senior Program Event Manager. The Program Coordinator is responsible for assisting the Event Management team with pre-event administrative duties (routing contracts, filling license fees, managing budgets and requesting payments) as well as on-site event support. Primary Focus Areas: AMP, Mansion, and the Music Center.
The Program Coordinator is part of a four-person team, supporting a range of programs in multiple venues. Department members are cross trained to insure adequate support of programs across venues. The team members are the front-line liaisons with artists, agents, managers, and audiences, charged with upholding the extraordinary reputation for artist services that has become Strathmore’s hallmark.
The Program Coordinator reports to the Senior Program Event Manager.
ESSENTIAL DUTIES & RESPONSIBILITIES
60% Artist Advance and Event Support: as assigned by lead Event Manager
Supplement Event lead activity by providing on-site support of performances and preparations
Organize hospitality and catering needs for each artist (may include shopping, food set up and clean up)
Prepare green room and artist dressing room areas prior to artist arrival.
Coordinate and book hotel accommodations and transportation schedules with transportation vendor and production manager and other programming staff.
Manage company ticket requests.
Ensure timely and appropriate follow-up with artist to maintain excellent relationships with tour management.
Submit timely payment requests via online system and ensure payment is received by the appropriate parties at the correct times.
Help coordinate and staff artist arrival, rehearsals, concerts, pre- and post-concert events, and artist departure for performances at the Mansion, AMP, and the Music Center.
35% Programming Department Administration
File ASCAP and BMI reports.
Maintain Strathmore’s artist history database and show files.
Assist department with filing and updating Booking Sheets and tracking pertinent marketing and press materials.
Generate contracts for independent artists and assist with contract routing to appropriate staff.
Operate within the Strathmore-approved budget.
As assigned by Director of Programming, assist with venue and artist research projects. Take notes at department meetings and disseminate and track follow up items to maintain forward progress.
In conjunction with the Director of Programming and the Senior Program Event Manager, assist with contract routing, artist advance, such as artist travel, transportation and hotel arrangements for all artists contracted.
Create and disseminate production sheets, as assigned, that detail itineraries, set-up needs and staffing requirements for each engagement to Strathmore programming and operations staff, artists, venues, and when appropriate partners.
5% Other Duties
As assigned by direct supervisor
Satisfactory completion of this job will include exquisite attention to detail, anticipation of artists’/agents’ needs, exercising sound professional judgment, meeting financial goals, building and maintaining good working relationships with volunteers, donors, and colleagues, keeping excellent records, working well as a member of the Programming team, and meticulous oversight of contracting. It will also be determined by operating within the approved Strathmore budget.
Bachelor's degree or equivalent required. One - two years related experience, with at least two years of professional experience.
Expertly stewards projects with ability to manage details and facilitate progress toward desired goals.
Possesses ability to think quickly on one’s feet, to react flexibly and efficiently.
Ability to work evenings and weekends, required.
Exhibits a collaborative and energetic work style, superior people skills, and ability to motivate and build alignment.
Demonstrates maturity, poise, initiative, and flexibility to handle complex situations and confidential information with sensitivity and professionalism.
Provides exceptional customer service through individual relationships and concierge assistance.
Possesses strong planning and organizational skills; ability to prioritize, manage time efficiently, meet deadlines; and work under pressure.
Demonstrates ability to work with high degree of autonomy and accountability and to be a team player.
Is solutions-oriented and approaches challenges with initiative and creativity.
Demonstrates success managing external vendors.
Is proficient with Microsoft Office, social media platforms, and Internet-based research tools.
Must be able to lift 50lbs.
Must be 21 years of age or older.
Drivers’ license required if Music Center or AMP is primary focus area.
Additional Salary Information: STATUS AND SALARY
This is a full time, exempt, salaried position. Salary is commensurate with experience, in the range of $42,000 - $48,000.
About Strathmore Hall Foundation, Inc.
Strathmore is a nonprofit multi-disciplinary arts center outside Washington, DC with multiple venues, strong community partnerships and robust educational programming. Spotlighting world-class talent and serving as a launch pad for local artists, Strathmore presents nearly 400 accessible and affordable events and exhibitions each year in the Music Center, Mansion, on our 16-acre campus, at AMP, and throughout the community.
Based one-half mile outside the Capital Beltway in North Bethesda, Maryland, we are a public/private partnership with Montgomery County Government and serve the entire Washington, DC region and the state of Maryland with exceptional artistic experiences and opportunities to learn and connect. Our programming is a vibrant reflection of the community that surrounds us. Strathmore believes the most compelling contemplations of our world are created by artists. Amplifying these creative voices is at the heart of our work.
We are also engaged in and committed to ongoing, institution-wide conversation, education, and thinking about how systemic inequities impact our organization’s work and how best to address that in a way that is consistent with our mission. Th...is promise is made within the broad context of Strathmore’s Inclusion, Diversity, Equity and Access (I.D.E.A.) goals to expand access and diversity, promote inclusion, and build equity for all. In this proactive way, Strathmore intends to become a fully anti-racist organization. You can read more about Strathmore on our website, including information about our mission and values.
Strathmore is committed to providing equal employment opportunities to all employees and applicants for employment. Accordingly, Strathmore provides employment opportunities without regard to race, color, religion, creed, ethnicity, sex, pregnancy, national origin or ancestry, age, physical or mental disability, citizenship status, marital status, sexual orientation, gender identity, family responsibilities, genetic status or information, military or veteran status or status in any status protected by federal, state, or local law.
This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Strathmore will not tolerate unlawful discrimination, harassment, or retaliation under any circumstances.
We are eager to cultivate a broad and inclusive field of applicants. ?Strathmore is committed to building a diverse community of staff, volunteers, and interns.? Individuals from underrepresented groups are encouraged to apply.??
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