Artistic Administrator (38 Weeks)

ARTISTIC ADMINISTRATOR

REPORTS TO: Artistic Director

STATUS: 38-Week Contract, Exempt

SALARY: $50,000

Position Summary

The artistic administrator is a key member of the artistic team with a level of responsibility and organizational impact. The artistic administrator reports directly to the artistic director, and provides administrative support to the artistic team through planning, liaising and administering the department. This position manages much of the company relations, including budgets, scheduling and communications. This person exhibits each of PBT’s core values, including inclusion, diversity, equity and accessibility, and respects PBT’s mission and goals. The responsibilities required of this position are quite varied. Other duties than those identified below may be assigned.

Key Internal Relationships: The artistic administrator reports to and works very closely with the artistic director. The artistic administrator, too, works closely with the company, all artistic staff, director of production and production team, the director of finance and the finance manager and the director of human resources.

Key External Relationships: Visiting artists, production crew, touring presenters

Duties And Responsibilities

Artistic Planning

• With the director of production, assists with budgeting costs of ballets, including stagers, royalties, overtime, etc. associated with productions
• Oversees contracts and agreements for visiting artists, choreographers and stagers, including travel arrangements, scheduling and arranging for payments per respective contracts
• Notifies PBT staff of artistic activities, and arranges for payment of ballet rights and royalties
• Attends all PBT performances as requested by the artistic director
• Acts as an administrative liaison during rehearsals and performances in the theater
• Manages physical and digital files
  
  
  

Liaising

• Arranges for PBT artists’ overtime, penalty and extraordinary risk pay
• Maintains a thorough understanding of the AGMA collective bargaining agreement, its rules and conditions
• Maintains daily communication between artistic team and artists
• Seeks and prepares waivers for AGMA as needed
• As with all PBT employees, participates in workplace committees, with a strong commitment to advancing PBT’s diversity initiatives
  
  
  

Financial Administration

• Collaborates with the artistic team and the finance department on the submission and tracking of expenses for company management needs
• Reviews departmental monthly financial statements; actively communicates with finance department to assemble details regarding anticipated expenses for current productions to allow for proper monthly accruals to be made
• Works with the artistic team to manage and reconcile P&L statements
  
  
  

Artistic Administration

• Maintain all artistic/production calendar details in conjunction with the artistic and production teams
• Attends, participates in and documents artistic team meetings
• Assists with artist assessment process, scheduling and documentation
• Assists in organizing annual company auditions, including taking lead on communications with auditioning artists
• Assists HR department in onboarding company artists
• Assists HR with immigration procedures for visiting artists
• Works with HR to reviewing and ensuring company artist contracts are issued, or non-engagement letters are issued in compliance with the AGMA collective bargaining agreement
• Works with the artistic and marketing teams in scheduling photo shoots, video shoots, media and Education and Community Engagement department appearances
  
  
  

Touring

Note: While PBT has not toured since COVID-19, the company has great interest in increasing the number of tours in the near future. The company will do small tours in 2024-25.

• With the director of production, reates budgets, schedules, arranges and books all travel and accommodation needs for artists and PBT personnel on tour, including hotel accommodations, air and ground transportation, per diem payments, visas, rooming assignments, travel deviations and other related needs
• Maintains records of travel documents for personnel
• Creates and distributes tour packets for PBT artists, staff and crew
• Assists with the development of tour calendars and schedules
• Serves as management’s representative on tour in all matters pertaining to the welfare of the company
• Maintains files for touring to ensure information is always up-to-date
• Collects final payments and attendance figures from presenters when necessary
  
  
  

CORE QUALIFICATIONS, SKILLS, And OTHER INFORMATION

• Qualifications
• Bachelor’s degree or equivalent experience
• 3 years job-related experience, including ideally professional dance or performing arts training
• Supervisory experience preferred
• Exceptional work ethic and promptness
• Strong organizational skills in preparing schedules, calendars, booking travel and events
• Exhibits courtesy and diplomacy in working with various populations, including other staff, executives, donors, board members, patrons and other external and internal stakeholders at PBT
• Possesses an acute awareness to detail
• Demonstrated ability to work well and calmly with others in stressful situations and to see each job to completion
• Proficient computer skills are required, experience using Zoom, Microsoft Office and G-suite applications is necessary. Aptitude toward learning new technology and programs is suggested.
• Communicate effectively: speak, listen and write clearly
  
  
  

Competencies

• Ability to adapt in a fast-paced, different-day-to-day environment
• Excellent interpersonal communication skills
• Builds relationships easily
• Detail oriented, prioritizing daily and long-term organization
• Exemplary computer skills, including familiarity with Office Suite and G-Suite
• Willingness to work flexible hours and to be available to assist the company
  
  
  

Pittsburgh Ballet Theatre is an equal opportunity employer committed to fostering an inclusive and equitable workplace. We provide employment opportunities without regard to age, race, ancestry, national origin, religion, disability, sex, sexual orientation, gender identity or expression, or any other protected status in accordance with applicable law. We will help ensure a comfortable and positive interview experience for applicants. Please let us know how we can accommodate you. Pittsburgh Ballet Theatre will only hire individuals who are authorized to work in the United States.

Salary : $50,000