Concert Group & Production Coordinator

The Concert Group & Production Coordinator serves a dual role supporting both the administrative operations of the Joffrey Concert Group and the planning and execution of productions across the Concert Group, Trainee, Children & Youth, and Summer programs. As Concert Group Coordinator, the position provides direct administrative support to the Artistic Director, oversees company logistics, assists with recruitment, marketing, travel, budgeting, and dancer support, and helps ensure the smooth day-to-day operation of the company. As Production Coordinator, the role manages the operational and logistical aspects of performances from initial planning through final load‑out, including production scheduling, theater coordination, costume and wardrobe management, work‑study supervision, artist communications, ticketing, playbills, and performance operations. Working collaboratively with Artistic Directors, faculty, choreographers, and administrative teams, this position plays a vital role in delivering exceptional performance experiences while supporting the artistic mission and operational excellence of the Joffrey Ballet School. Qualifications, Requirements & Competencies Qualifications Bachelor’s degree in Arts Administration, Dance, Theater, Event Management, or a related field preferred. Previous experience in performing arts administration, production management, stage management, event coordination, or a related field preferred. Excellent organizational and project management skills with the ability to manage multiple projects simultaneously. Strong written, verbal, and interpersonal communication skills. Proficiency with Google Workspace, scheduling software, and project management tools. Ability to work collaboratively with artists, faculty, students, vendors, and administrative staff. Ability to lift and transport production materials and costumes as needed. Flexibility to work evenings, weekends, and occasional travel as required. Core Competencies Production Coordination Project Management Organization & Planning Communication & Relationship Management Event Operations Costume & Wardrobe Management Problem Solving Professionalism Attention to Detail Time Management Responsibilities Concert Group Responsibilities Provide administrative support to the Concert Group Artistic Director, including managing calendars, scheduling meetings, and coordinating travel arrangements for the company. Serve as a point of contact for internal and external stakeholders including choreographers, lighting designers, costumes designers and dancers to maintain clear and effective communication on behalf of the Artistic Director. Assist in the planning and execution of artistic programming, including coordinating auditions, rehearsals, and performance schedules. Ensure smooth execution of performances, fundraisers, and special events, including logistical arrangements and artist hospitality when needed. Maintain and organize records, archives, and documentation related to artistic projects, ensuring accessibility and accuracy of information. Assist in the preparation of grant applications, tracking deadlines, compiling supporting materials, and ensuring compliance with reporting requirements. Support the development and maintenance of relationships with community partners, artists, and other stakeholders, fostering a positive and collaborative environment. Coordinate and assist the Marketing Team with social media and other marketing activities for the Concert Group. Assist in maintaining the Concert Group website. Assist in budget tracking and financial reporting, ensuring adherence to allocated resources for artistic initiatives. Assist with the recruitment of Trainee and Concert Group Dancers, including coordinating on‑site tours, supporting faculty and artistic directors while conducting auditions and answering prospective student and parent questions. Monitor and oversee rehearsals when the Artistic Director is unavailable. Assist Artistic Director with organizing materials for presentations and meetings, taking notes during presentations and meetings when necessary. Assist Artistic Director with providing mentorship to and soliciting feedback from company dancers. Assist company dancers with any issue related to their participation in Concert Group. Work with all staff and company dancers to ensure the well‑being of all and a positive atmosphere. At all times strive to serve as an example to company dancers of professionalism in dance. Production Responsibilities Production Preparation: Meet with Artistic team of all departments (trainee, C&Y, summer, marketing) to go over dates, times, staffing needs, runthroughs, and other performance related needs. Meet monthly with program managers of each department for updates and timeline. Join the weekly on‑site managers meeting to stay up to date on things impacting performances and share needs with on‑site staff. Create and distribute schedule break down for performance needs. Communicate with Residence Life Manager for any staffing needs filled by the RA/AAs. For shifts not covered by RA/AAs coordinate and reach out to contractors to fill in staffing gaps. Shadow directors in learning theater rental procurement including researching, negotiations and contracts. Communicate with choreographers as directed by Artistic Directors and Senior Program Managers. This could include relaying rehearsal information, coordinating scheduling, helping to coordinate costumes, requesting program info, relaying marketing coverage and requests, sending theater schedules, sending thank yous and sharing performance footage. Prepare and distribute Choreographer Theater Schedules, this includes Studio Runs, Tech Rehearsals & Dress Rehearsals. Booking Travel & Accommodation for visiting choreographers. Submitting VRFs as requested by Artistic Directors and/or Senior Program Managers for theater rental, production crew and other vendor costs related to productions. Submit facility request for in studio run throughs. For tickets sold in‑house manage Showpass setup and logistics. Manage Comp Tickets by requesting comp number from department, creating request form, distributing email to applicable staff/guest list, track RSVP, send comp information to theater or Technology Integration Manager as applicable. Create Theater Call Sheets/Sign In/Out Sheets which includes duplicating, updating & publishing templates for students & posting on BAND. Submit and check information for playbill creation. This includes title, music, choreographer information, cast lists, etc. Submit marketing requests as directed by Artistic Directors/Senior Program Managers for content capture. Coordinate with marketing department for any requests from marketing department. Update & Refine Production Board on Monday for each department. Costume & Wardrobe / Props Maintain costume closet cleanliness and organization. Maintain and update costume closet inventory to remain current. Maintain the costume log of rented / borrowed costumes and their return date. Continue to enhance storage solutions, secure replacements for damaged boxes if needed. Clean costumes after performances whether that is physically spraying costumes or taking them to be laundered. Dropping off and picking up garments from the dry cleaners. Pulling costumes for fittings. Put costumes away after fittings. Scheduling time to bring faculty members / choreographers to look through costumes and pull/label options. Schedule appointments with trainee choreographers that are participating in SCW to pull costume options. Coordinating with artistic team / student representative to ensure the return of costumes. Manage Work Study Students to assist in simple sewing & repairing costumes. Coordinating with the onsite facility team for any facility improvements needed for the costume closet, costume storage, costume transportation. Purchase and make garment cleaner solution (vodka and water). Load In / Load Out Meeting with each department to create a detailed list of all items needed for the load out; costumes, racks, fog machines, box fans, props, steamers etc. Reach out to WSS and maintain communication, ensuring their participation in load out. Create detailed schedule / instructions for all persons involved in the load out process. Coordinate time needed for Load Out/In with On Site Operations Manager. Supervise load in/out with Custodial Solutions and Work Study Students. Coordinate with Onsite Site Operations Manager for cargo van and truck rentals & pickup/drop off locations and times. Be On‑Site for load out mornings and load in nights. Coordinating with marketing and HW to make sure their items are included. In Studio Runthroughs Be on site for both weekends of Nutcracker run throughs. Assist as directed by the Senior Program Manager for Nutcracker Runthroughs. Supplying and setting up all props, costumes, tables, chairs & admin supplies for in studio runthroughs. Striking all studios reserved for studio runthroughs. Coordinating work study students to assist with run throughs. Coordinating with onsite Operations Manager on additional facility needs. Performances Be at the theater for all NYC based productions and assist as needed by Artistic Director/Senior Program Manager. Work Study Student Management Costume & Wardrobe Scheduling daily shifts after trainee hours. Creating daily task list based on current production needs. Supervising / sometimes working side by side with work study students. Communicate with work study students by email, BAND, and in‑person communication. Monitoring hours completed and check in with work study students on their completion status. Production Schedule work study students for each production. Communicate with work study students by email, BAND, and in‑person communication to ensure completion. Communicate with Artistic Directors and program administrators if work study students are unable to fulfill their assignments. Create check in lists and check out lists to make sure everyone assists. Monitoring hours completed and check in with work study students on their completion status. Hours: Monday – Friday, evening hours required Monday – Thursday during the CG season Location: Onsite at the JBS studios. Travel may be required when the CG is on tour Salary Range: $44,000 – $52,000 Annually #J-18808-Ljbffr Joffrey Ballet School