Public Programs Coordinator

Description

• Guest Coordination: Confirm scholars, exhibit curators, and guests for the Festival’s public programs as identified by the curatorial team, and work with HR to issue contracts and complete HR onboarding. Coordinate with the Archives Department to provide research support, and with HR to facilitate participation in online cultural competency training.
• Scheduling & Content Preparation: Communicate key deadlines to media and production teams to ensure timely content finalization. Work within the editorial project management timeline to share repertory selections with scholars, exhibit curators, and guests to support exhibit and program note preparation.  Coordinate introductions between scholars and guests, company representatives, and editorial and media teams according to the timeline, and communicate all editorial and production requirements and deadlines for scholars and Pillow Talks.
• Logistical Support: Oversee all logistics related to housing, travel, dietary needs, and orientation for scholars, exhibit curators, and guests, working closely with Human Resources, Programming, and relevant teams. Collect and provide exhibit curators’, speakers’, and scholars' headshots, bios, and social media handles to the Marketing Team to align with promotional needs. Serve as the main point of contact for scholars and guests throughout the festival, offering guidance and ongoing support.
• Weekly Meeting Coordination: Organize and lead weekly meetings for scholars, media teams, and Archives staff to ensure alignment, effective communication, and coordination during the festival.
• Documentation & Archival Coordination: Connect scholars, exhibit curators, and speakers with the Archives Department for research. Assist the editorial team in project management and submit program notes, scripts, and related materials to Archives and Marketing based on established deadlines. Document program information, and supporting deadlines for media, production, and promotional needs.
• Post-Festival Follow-Up: After the Festival, send thank-you notes and provide documentation videos to each scholar and guest. Conduct assessment interviews or surveys to gather feedback on their experience and manage any off-season planning, including future housing, travel, and meal logistics.

• Plan and execute late-night public parties, community events & performances, and weekly Festival family programming activities. 
• Support shoulder season producing 3-4 full-scale performances both on campus and offsite.  
• Coordinate all logistics, assisting with event setup and execution, and collaborating with relevant teams to ensure smooth operations for every event. 

• Support the Community Engagement Department initiatives, assisting in the coordination and execution of travel logistics for artist faculty, and constituents, sharing information, and staffing large-scale events as needed. 

• Draft and manage contracts for 8-12 Pillow Lab residency artist groups annually, ensuring clarity and compliance.
• Lead advancing meetings with each artist group to share information on the artist's experience, logistics, and production elements. 
• Organize all arrival and departure logistics, including travel, housing, and schedule coordination.
• Liaise with internal teams (Curatorial, Production, Marketing, Archives, Facilities, etc.) to plan and coordinate all elements of each artist’s lab residency including orientation meetings, film schedules, sound checks, and showings. 
• Serve as the primary contact for artists throughout their residency, facilitating communication and addressing logistical and hospitality needs.
• Coordinate all Pillow Lab showing logistics and staffing plans.
• Ensure a supportive environment that allows artists to focus on their creative process.

• Oversee the booking of all onsite and offsite housing accommodations and liaise with Facilities for coordination of needs and timing. 
• Contribute to receipt filing and budget tracking, ensuring accurate financial documentation and adherence to budget guidelines.
• Act as a Liaison with the Media Department for organization-wide events, ensuring consistent communication and representation across public-facing events and with the Archives Department to provide event documentation.
• Oversee organization-wide transportation coordination, managing drivers and vehicle logistics for artist, staff, and intern transportation needs.
• Coordinate travel and housing arrangements for year-round and seasonal staff, as well as interns, securing accommodations and travel schedules to support smooth transitions for all team members.
• Take on special projects as assigned.

Qualifications

• 3-5 years of related experience in public programming, producing, company management, arts administration, or educational program management.
• Proven ability to manage multiple projects with precision and meet deadlines.
• Event management experience.
• Familiarity with logistics planning including booking travel, accommodations, and providing hospitality. 
• Strong written and verbal communication skills, with experience in navigating multiple cultural perspectives with diplomacy.
• Experience in artist contract management. 
• Experience in developing and tracking budgets. 
• Proficiency in using productivity tools such as Google Suite and project management software.
• A valid driver’s license, with a willingness to drive for work-related duties as necessary.

• Cultural competency and multilingual abilities are a plus, as this role involves working closely with a diverse group of artists and staff.
• Knowledge of dance, performing arts, or arts education is a plus.

• Committed to a culture of continuous learning and growth, with a focus on advancing Inclusion, Diversity, Equity, Accessibility, and Belonging efforts, while fostering a welcoming, equitable, and supportive environment where everyone feels valued.
• Strong analytical and empathetic problem-solving skills, including conflict resolution and mediation.
• Ability to work collaboratively and adaptively with a wide range of interdepartmental working.
• A positive, upbeat attitude with the ability to maintain composure, flexibility, and a sense of humor in a fast-paced, dynamic environment.

• Office setting: Remaining in a stationary position for extended periods of time, moving within the office space as necessary. Shared working space with others in close proximity. 
• Working long hours with frequent interruptions.
• Working regularly outdoors in all weather conditions, including inclement weather.
• Working regularly in wooded areas with exposure to native wildlife, including, but not limited to, rodents, ticks, and mosquitos.
• Lift up to 25 pounds and move objects across campus, with or without assistance, such as tables, chairs, and event supplies. 
• Ability to work evenings, select late nights, and weekends.
• Shared responsibility of On-Call phone for campus emergencies.

Salary : $50,000 - $60,000