Production Administrative Coordinator

Description:

The Production Office Administrative Coordinator supports the entire Production Management Office inclusive of the Senior Director of Production, the Business & Operations Manager (BOM), and the Production Management team (PM team). Guided by the BOM, responsibilities include but are not limited to onboarding new per diem employees and contractors, preparing payroll, processing financial paperwork, scheduling meetings, etc. In addition, this individual will be the first point of contact in the Production Management Office, directing inquiries and answering questions as needed.

This is a 52 week non-exempt in-person position with an annual salary range of $67,000 - $69,000.

Role Responsibilities:

Office Management Responsibilities:

• Coordinate staff and inter-departmental meetings as requested, attending and taking notes at these and other meetings as necessary.

• Assist the Senior Director with scheduling their meetings and supporting them on projects as requested

• Book and update space schedules for meetings and Production events as needed

• Assist the Senior Director with the planning and execution of departmental meetings as well as supporting school events. This may include scheduling, setup, breakdown, ordering, and purchasing of refreshments and other items as required

• Assist the PSM in hiring/onboarding stage managers for Events as needed

• Update and distribute the Production Department Contact and Emergency Contact Sheets

• Maintain the department’s DL lists and access groups.

• Confirm program information and corresponding copy for various productions, communicating with shops, producing divisions, and the Publications department

• Inventory, order supplies for, and stock departmental First Aid Boxes on a bi-monthly basis.

• Coordinate with IT and/or the Facilities Department on office and departmental related projects as assigned

• Assist the BOM with the oversight and direction of occasional office help

Finance/Payroll/HR Responsibilities:

• Assist production shops in submitting invoices and reimbursements as needed, entering all data into the Departmental budget system

• Prep departmental Amex charges in Oracle (Cadence), tracking down missing receipts, and entering information into a Departmental summary file

• Assist the BOM in verifying appropriate tracking of invoicing and other charges in Cadence, confirming that payments have gone through, and working with the Finance team to track down missing or late payments

• In tandem with the BOM, review all cash advances, AMEX reports, and reimbursements, confirming receipts are routed to the appropriate accounts

• File current financial paperwork as needed, archive old seasons as appropriate, and prep future season’s filing system

• Onboard all Overhire employees via Cadence, ensuring that background checks and appropriate employment paperwork have been completed and that ADP information has been disseminated; changing Managers in Cadence once completed. Assist in the onboarding of Full Time and Seasonal employees as needed

• Submit all assignment additions/changes for Overhire employees, and works with the BOM in tracking and confirming annual pay rate increases

• Assist with weekly payrolls; cross checking all Overhire timesheets and confirming hours are coded correctly in the appropriate payroll platform, assisting with data entry as needed. Work with Payroll to rectify any issues such as late or missing payments. Assist in creating and disseminating Weekly Payroll summaries to the Productions Shops as needed

• Along with the BOM, prepare and process annual terminations of per diem employees. Communicating with Production shops, collating responses, and submitting information to HR

• Assist the BOM to ensure new Full-time and Seasonal employees have all necessary hardware and software

• Provide training and support to Production personnel as needed in the use of the Cadence system

• Along with the BOM and the Production Contract and Business Associate, assists in maintaining all Cadence flow charts, cheat sheets, and training guides

• Ability to work collaboratively as part of, and in a team setting
• Ability to maintain a professional demeanor at all time in a fast paced, high intensity environment
• A commitment to equity, diversity, inclusiveness, and belonging.
• Bachelor’s Degree or 4 years related work experience.
• Computer literacy in Microsoft Office, specifically Word and Excel.
• Experience with financial data systems a plus.
• Strong communication and interpersonal skills.
• The ability to multi-task and to work under pressure.
• Detail oriented with strong organizational skills.
• Evening and weekend work may be required.

Preferred Background:

• Experience working in an educational institution.

• Prior experience working in a theatrical environment.

• Stage Management or Production Management experience beneficial.

Nondiscrimination Policy:

The Juilliard School is committed to a policy of equal treatment and opportunity in every aspect of its relations with its faculty, staff, students, and other members of the Juilliard community, and does not discriminate on the basis of actual or perceived race, color, religion, creed, age, sex, national origin, alienage, ancestry, citizenship, sexual orientation or preference, gender identity, physical or mental disability, medical condition, predisposing genetic characteristics, marital status, partnership status, or any other basis prohibited by applicable local, state, or federal law. This nondiscrimination policy covers, but is not limited to, recruitment, hiring, training, benefits, rates of pay and other forms of compensation as well as student admission, access, and treatment in school programs and activities.