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Coordinator, Community Arts

ABOUT US

True to our vision, Arts For Every Life, the Dr. Phillips Center is a place you can go to see amazing performances and also to play, participate, learn and dream. Named by Travel + Leisure magazine as "World’s Coolest New Tourist Attractions 2015" and among their “Best Places to Travel in 2015,” the two-block downtown destination includes the 2,700-seat Walt Disney Theater, 300-seat Alexis & Jim Pugh Theater, Seneff Arts Plaza, Dr. Phillips Center Florida Hospital School of Arts, the DeVos Family Room, and other event rental spaces. Future expansion includes Steinmetz Hall, a 1,700-seat acoustical theater, along with rehearsal rooms, office space and commercial development spaces. The Dr. Phillips Center brings the best international, national and local artists to its stages including Broadway, ballet, rock, orchestra, comedy, jazz, outdoor concerts, festivals, family shows and arts education programs.

The Dr. Phillips Center for the Performing Arts is a private non-profit 501(c)3 organization operating the state-of-the-art performing arts center in downtown Orlando, Florida. A public-private collaboration with the City of Orlando, Orange County, the State of Florida and generous donors, the Dr. Phillips Center mission is to be an inspirational, creative place where people love to be and where people love to work. For more information, please visit drphillipscenter.org.

POSITION SUMMARY

The Programming Coordinator, Community Arts is responsible for assisting the Director, Community Arts Programming in managing a portfolio of clients and events/shows and their process from inquiry through financial settlement. They will need to be adept at communicating pertinent details both internally and externally in a timely and accurate manner; facilitating productive dialogue between clients and internal departments’ ensuring precise event execution; accurately and efficiently executing the organizational and administrative tasks necessary to ensure the smooth calendaring, contracting, budgeting, and financial reconciliation of events/shows. This position also supports the quality, quantity, and diversity of the Dr. Phillips Center programming mix.

RESPONSIBILITIES

  • Manage a portfolio of in-bound rental events as assigned by the Director, Community Arts Programming, ensuring that event details are current, communicated throughout the organization, and implemented properly.
  • Provide prompt, accurate, and exemplary service to both internal and external stakeholders, always with a tone of kindness.
  • Assist in preparing rental contracts in compliance with the Dr. Phillips Center’s budgets and norms and construct addendums as required by policy and procedures for the Director’s ultimate sign off; track the distribution and timely receipt of executed contracts.
  • Regularly apprise Director, Community Arts Programming of rental events/shows and their potential budget impacts from initial inquiry through settlement.
  • Adhere strictly to prescribed processes and timelines, particularly with regard to event/show payables and receivables.
  • Collaborate with and assist team colleagues as needed, including annual budgeting and special projects and Executive Committee reports.
  • Attend all necessary meetings in order to provide and receive accurate and timely communication.
  • Facilitate the efficient receipt of and response to ticketed event inquiries and applications, ensuring accurate and timely communications to both internal and external stakeholders.
  • Promptly and accurately maintain data integrity in the venue calendar system.
  • Create and monitor event specific timelines.
  • Act as liaison with artists, managers, producers and internal production team prior to day-of-show and day of show.
  • Act as the primary support for the Community Arts team and assist in the coordination of Programming team meetings and events.
  • Identify opportunities for improving rental processes and procedures.
  • Responsible, as directed, to revise contracts for appropriate and applicable language; making all necessary changes and amendments to conform with Dr. Phillips Center’s offers and budgets; constructing any necessary addendums as required by Dr. Phillips Center’s policy and procedures; plus all subsequent copying, attaining necessary signatures, and distribution of fully executed contracts to relevant teams, while tracking all contracts in process.
  • Actively contribute to the enhancement of the Dr. Philips Center culture.
  • Other duties as assigned.

KNOWLEDGE AND EXPERIENCE

  • Bachelor’s degree and/or 2 to 5 years of programming experience required.
  • Familiarity with programming rental contracts and box office experience a plus.
  • Ability to work collaboratively with all staff, artists, producers, etc. 
  • Excellent organizational skills.
  • Strong communication skills, both verbal and written.
  • Strong creativity and problem-solving skills.
  • Highly motivated self-starter.
  • Able to demonstrate diplomacy in high stress situations.
  • Ability to multi-task and to work in an extremely fast paced environment.
  • Strong knowledge of Microsoft Office suite including excellent Power Point skills.

SPECIAL CONDITIONS OF EMPLOYMENT

  • This position requires the ability to work a variable schedule, evenings, weekends, and holidays to meet operational needs.

The Dr. Phillips Center provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, sexual orientation, disability, veteran status, or any other status protected under the law.

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