Theater Coordinator

Job description

Position ID: #6701

Title: Theater Coordinator


Working under general direction, the coordinator will serve as supervisor of the Eldred Theater box office and chair/artistic director’s assistant for production operations, coordinating all production related activities.  The coordinator will work in tandem with Department Assistant on departmental operations and with the Manager of Performance, Marketing and Special Events as point person for publicity and theater programs.  The coordinator will provide professional administrative support and ensure smooth operation of the Department of Theater’s creative endeavors, as well as support departmental academic operations in an effort to uphold the department's standards of excellence in teaching and performance. 


  1. Provide daily management and oversight of Department of Theater Box Office operations. Serve as department contact for Group Sales. Supervise student box office staff. (Interview and hire 4 to 6 students through Student Employment.)  Manage, audit, and track all ticket sale revenue.  Provide chair/artistic director with ticket sale and marketing reports each semester. (30%)
  2. Manage paperwork regarding securing rights to plays.  Purchase and distribute play scripts to artistic team.  Handle specific rights regulations and requirements for production. Serve as liaison for visiting guest artists.  Attend production meetings with team members and target publicity deadlines.  Edit and polish program text for four productions and send to Performing Arts manager for final layout. Coordinate photo shoot for each play with photographer. (20%)
  3. Purchase production related materials including; materials for set, costume, and lighting construction, literary materials, display materials, etc.  Process invoices or reimbursements related to productions on a timely basis.  Create requisition and submit Independent Contractor form for each individual contracted for the department (especially visiting guest artists for the Eldred Theater season).  Submit invoice(s) to Accounts Payable so that fee is received on a timely basis. (10%)
  4. Oversee public space maintenance and appearance.  Create publicity display board for the lobby during productions including acknowledgement of donors to the department and/or Friends of Theater.  Contact Custodial Services and Plant Services about special building needs.  Contact Energy Management about extended temperature control during the rehearsal and performance dates.  Communicate with Security and Access Services about free patron parking on campus during performance dates. (10%)


  1. Work with College of Arts and Sciences Marketing and Communications team to craft a compelling marketing plan for the department season. Develop and maintain an active database of department production attendees with an eye towards donor and audience development.  Serve as a liaison with employees from Cleveland Play House and major department gift donors.  Save and file materials throughout the academic year and production season in order to compile annual archives book for department. (10%) Serve as department website manager. (10%) Assist with recruitment activities for undergraduate and graduate students, including two annual recruit weekends.  Update and distribute Eldred Theater Handbook to majors/minors and students working on production. (10%)


  1. Greet visitors to the department.
  2. Assist with recruitment by providing building tours of Eldred Hall to prospective students and their parents.  Discuss programs.
  3. Serve as occasional liaison with visiting alumni.
  4. Handle mail distribution for faculty/staff and students.
  5. Order and maintain supplies for offices and classrooms.
  6. Coordinate arrangements for special department events.
  7. Perform other duties as assigned


Department: Daily contact with department chair, faculty and other staff. Daily contact with box office staff during production season. Occasional contact with College of Arts and Sciences Information Technology Group.

University: Weekly contact with Procurement regarding independent contractor appointments and requirements.  Weekly contact with the Cashier’s Office for revenue deposits and petty cash vouchers.  Monthly contact with; college Marketing and Communications Office for production publicity, development offices of college and university, Printing Services for classroom and production copying, Facilities Management for repairs/key requests, Office of Student Employment for campus jobs, Security and Access Services for parking/signage for theater patrons, and SAGES Office for group ticket sales. Occasional contact with; Custodial Services for special building needs, Office of Undergraduate Studies for recruitment, Protective Services in event of an emergency, and Mailing Services per project basis.

External: Occasional contact with prospective students and parents to provide building tours of Eldred Hall and discuss programs if a faculty member is not available.  Weekly contact with miscellaneous vendors, sales representatives, and organizations for the purpose of purchasing on behalf of faculty/staff and guest artists.  Monthly contact with guest artists related to productions and workshops being offered by the department.  Occasional contact with local hotels in conjunction with guest lodging.

Students: Daily contact with students working in the box office during the academic year.


Supervise 4 to 6 work-study students as staff members in the box office for the Department of Theater.


Experience: 3 or more years of professional business experience required; background in arts management and/or theater administration experience desirable.  University work experience helpful.

Education/Licensing: High school diploma required; bachelor’s degree preferred.


  1. Strong written and verbal communication skills.
  2. Excellent interpersonal skills:  ability to exercise cheerfulness and tact in dealing with colleagues, students, and public.
  3. Basic accounting knowledge.
  4. Should be an organized self-starter who is attentive to detail and willing to maintain strict confidentiality.
  5. Ability to multi-task and function well under occasional periods of stress.
  6. Software literate (Word/Excel knowledge essential); experience with Google software a plus.
  7. Good typist.
  8. Ability to meet consistent attendance.
  9. Ability to interact with colleagues, supervisors, and customers face to face.


General office working environment.  Some evening and weekend work required.


In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.


Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.


CWRU offers a flexible benefits package including tuition waiver for employees and dependents; Respond in confidence, including salary history:, human resources job code #6701.




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Job No: 6701
Posted: 3/16/2018
Application Due: 5/15/2018
Work Type: