Artistic Coordinator

Job description

Position Type:

Temporary Staff (SHRA)

Job Title:

Artistic Coordinator

Department Name:

Exec Dir for the Arts - 506000

Vacancy ID:


Position Posting Category:


Hiring Range:

$16.38 per hour


Full-Time Temporary

If part-time, how many hours per week?:


Work Schedule:

Monday-Friday 9am-5pm with a flexible schedule to accommodate performances and activities requiring weekend, evening and occasional overtime hours.

Proposed Start Date:


Estimated Duration of Appointment:

6 months not to exceed 11 months

Posting Open Date:


Posting Close Date:


Description of Work:

The Office of the Executive Director for the Arts (Carolina Performing Arts) is responsible for planning and presenting a comprehensive performing arts program serving the UNC campus and beyond. Carolina Performing Arts strives to integrate the performing arts into the core academic and teaching mission of the University through its diverse engagement initiatives and champions the power of exceptional arts experiences to enrich, inspire, challenge and transform. CPA oversees all artistic programming, campus and community engagement, marketing and fund-raising for its presented performances, and manages all operations of its venues including facility rentals, technical production, audience services, and ticketing.

The Artistic Coordinator reports to the Artist Services Manager and is a member of the Artistic and Engagement team, supporting the Artist Services Manager, the Associate Director of Engagement, and the Director of Programming. The Artistic Coordinator is responsible for planning and executing logistics for all visiting artists’ stays including performance and engagement activities. This role serves as a hands-on host and directly contributes to the creation of a welcoming and supportive environment, and memorable experience for artists in our care. The Artistic Coordinator is also expected to contribute in these capacities as Carolina Performing Arts engages artists in digital and virtual experiences, whether in place of or as a complement to live performances that bring artists and audiences together in person.

The Artistic Coordinator plays a vital part in building mutual trust and supporting the cultivation of long-term relationships with artists from all disciplines and backgrounds. The ability to create and maintain a reputation for exceptional customer service with artists and their representatives is essential. The person in this position must be ambitious, confident, empathetic, curious, and proactive and is expected to demonstrate an exceptionally high degree of accuracy and attention to detail to ensure the success of complex, high profile artist visits.

Responsibilities include:
• Coordinating pre-arrival logistics for visiting artists such as booking travel, arranging local accommodations and ground transportation, sourcing and preparing catering and hospitality needs, making space reservations, and preparing welcome materials.
• Acting as primary on-site liaison for artists and their representatives at performances and other events, which may include accompanying artists to CPA-related events happening across campus and in the community, serving as the point person for the daily itinerary, and driving CPA vehicles as necessary.
• Working collaboratively with CPA’s Production team to anticipate and troubleshoot artist needs and ensure they have an optimal experience during the run of their performances and activities.
• Creating and maintaining comprehensive and up-to-date artist itineraries.
• Ensuring all programming and engagement activities are documented in ArtsVision, CPA’s events management software, with information that is thorough, accurate and updated.
• Recording artistic and engagement budget expenditures, processing invoices, and gathering purchase card receipts in coordination with CPA’s Business Office.
• Reviewing and reconciling department expenses to ensure accurate budget tracking and reporting.
• Collaborating with CPA’s Marketing & Communications team to share artist content and promote events.
• Documenting artist activities through photo, video, audio, and written formats, as necessary.
• Supporting the Artistic team with general administrative tasks, as necessary.

Education and Experience:

Minimum Education and Experience: Bachelor’s degree in business administration or a related discipline; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Preferred Education and Experience: Bachelor’s degree in the arts or a related discipline; 1-2 years of experience in a service-oriented role, preferably in the arts.

Essential Knowledge, Skills, and Abilities:
• Strong interest in the arts
• Ability to work a flexible, varying schedule that can include weekends, long hours, late nights, and holidays as necessary
• Exceptional capacity to organize and manage a high volume of information with a focus on details
• Ability to thrive in a fast-paced work environment while navigating multiple and time-sensitive competing priorities
• Patience and agility when faced with last-minute changes and limited information
• Comfort and confidence when working independently and as part of a team
• Experience communicating diplomatically and serving as a mature and professional representative of an organization to a variety of stakeholders
• Strong interpersonal skills including the ability to be outgoing, engaging, and confident when interacting with new people and a wide variety of personalities
• A valid driver’s license is required

Preferred Knowledge, Skills, and Abilities:
• Enthusiasm for CPA’s mission and institutional values of curiosity, humility, and ambition
• Familiarity with the University of North Carolina at Chapel Hill
• Knowledge of and/or experience with basic budget processes

Special Physical and Mental Requirements:

While COVID-19 pandemic conditions persist, this position is temporarily made up of remote work that takes place Monday-Friday, 9:00am-5:00pm, with the occasional need to report to CPA’s administrative offices on campus or be onsite to provide support for a project. All in-person work will follow prevailing safety guidelines set by the University.

The right candidate will be able and self-motivated to learn the organization and do their best work remotely for now but will also be ready to transition with enthusiasm back to an office and live events setting when it is safe to do so.

Equal Opportunity Employer Statement:

The University of North Carolina at Chapel Hill is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, race, national origin, religion, sex, sexual orientation, or status as a protected veteran.

Stimulus/ARRA Funded:


Temporary Employment Policies:

Temporary Employment Policies




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Job No:
Posted: 1/6/2021
Application Due: 1/19/2021
Work Type: Full Time