What are the responsibilities and job description for the Production Administrative Coordinator position at Ensemble Arts Philly?

Title : Production Administrative Coordinator

Department : Production

Reports to : Director of Production

Summary

The Philadelphia Orchestra and Ensemble Arts, Inc. is seeking a qualified individual for the position of Production Administrative Coordinator. The individual in this position is responsible for providing general administrative support within the Production Department related to Ensemble Arts Philly and The Philadelphia Orchestra presentations. The individual in this position is one member of a close-knit team who supports the Director of Production in oversight of Production Operations at The Kimmel Center for the Performing Arts, the Miller Theater, and the Academy of Music.

Essential Functions :

Assist the Production Department with the administration of presentations and functions of the production department
Assist in weekly preparation of payroll records, invoices and expense reports
Entry of billable items within proprietary event business management system
Assist in budget tracking and provide budget management support
Coordinate and maintain piano and organ tuning and maintenance schedules
Responsible for procurement of materials in support of department (office, theatrical, technical)
Prepare and reconcile petty cash reimbursement statements for department
Coordinate weekly department staff meetings; author and distribute minutes and follow up items
Performance oversight as assigned
Perform other duties as assigned

Education / Experience :

High School diploma or equivalent; some college preferred

2 years of professional experience, demonstrating an increasing level of responsibility

Knowledge / Skills / Abilities :

Proficiency in Microsoft Office; a successful candidate will have advanced knowledge / experience in Excel including familiarity with functions and pivot tables

Ability to interact effectively with, and clearly communicate information to, a wide range of diverse individuals both within and outside of the organization

Excellent written and verbal skills

Ability to work with complex budgets

Ability to think strategically and react quickly to changing priorities

Ability to attend to numerous projects concurrently, establish priorities, and respond positively, effectively, and quickly to continually shifting priorities

Ability to interact effectively with, and clearly communicate information to, a wide range of diverse individuals both within and outside of the organization

Ability to anticipate needs and challenges, organized, excellent follow-through and proactive problem-solving skills

Knowledge of live entertainment and / or multi-disciplinary art forms preferred

Working Conditions / Physical Demands :

Work schedule includes Some nights and weekends and holidays

Ability to stand, climb, walk up to 5 hours, and use repetitive motions.

Ability to lift, push, and move up to 25-50 pounds.

While performing the duties of this position the employee will be required to work indoors, outdoors, in loud environments, and in areas with minimal lighting.

Resume and cover letter are required when applying for this position.

The Philadelphia Orchestra and Ensemble Arts, Inc. does not discriminate in employment on the basis of race, color, religion, gender (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, or military service.

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