Assistant Director of Artistic Operations

Chapman University Careers-posted 11 days ago
Full-time • Director
Irvine, CA
1,001-5,000 employees
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The Assistant Director of Artistic Operations reports to the Dean of the College of Performing Arts (CoPA) and plays a vital role in scheduling events, assessing event readiness, and integrating the performance calendar with other University offices to promote and increase visibility for the college. This role manages two positions: the Patron Services Coordinator and the Conservatory Operations Coordinator. Perform other duties as assigned.

  • Manage preparation and assessment of event readiness for all CoPA on- and off-campus events
  • Collaborate with the Dean and Production Manager (PM) to establish clear benchmarks and parameters to fulfill the artistic visions for each production.
  • In consultation with PM, advance all events with venue staff, including production, scheduling, staffing, percussion, pianos, lighting, and stage needs.
  • Review all technical riders, artistic requests, and requirements to ensure expectations are met.
  • Interact with and provide operational expertise and support to university clients, community groups, faculty, students, and staff, providing quality guest service, technical support, and the ability to resolve conflicts professionally and respectfully.
  • Manage and track operational tasks for events.
  • Lead all Music Production meetings, rehearsals and performance preparations where not supported by Production Management.
  • Oversee and administer written assessment methods (artistic post-mortem) to improve future productions.
  • Manage special event and festival coordination.
  • Coordinate required performance releases.
  • Assist in managing a limited number of CoPA events to be chosen by mutual agreement.
  • Attend production meetings.
  • Supervise the creation and maintenance of performance and academic calendars for CoPA
  • In consultation with PM, develop and distribute production calendars, schedules, and resources for rehearsal and performances.
  • Develop templates and act as a contact for Monday.com
  • Manage and facilitate constant communication with Events Scheduling, Production Management, Theater Operations, and Musco Center teams.
  • Manage resource calendars for shared facility spaces.
  • Develop strategies to improve classroom effectiveness.
  • Manage Staff, including the Patron Services Coordinator and the Conservatory Operations Coordinator
  • Manage and coordinate Patron Services operations in CoPA spaces.
  • Manage Conservatory of Music operations to support faculty and students.
  • Strategize with marketing and communication team members to build audiences and ensure proper University branding in all channels (in-person and digital).
  • In coordination with the Patron Services Coordinator, work with Ticketing Services to promote events, plan Front of House operations, and oversee the creation of seating layouts for performances.
  • Strategize and implement policies related to artistic operations
  • Assist the Dean in strategic planning for CoPA in all areas related to artistic operations.
  • Oversee keycard user groups and protocols within CoPA (Persona).
  • Manage the CoPA audition scheduler.
  • Assist in developing asset management controls (props, instruments, props, costumes, etc.).
  • Collaborate with IS&T regarding technical needs for classroom and performance locations (cameras, data storage systems, infrastructure improvements, etc.).
  • Coordinate with Legal Affairs and Strategic Marketing and Communication for production promotion activities in accordance with the Dean’s vision of providing unique experiences and promoting donor growth and involvement.
  • Perform other duties as assigned.
  • Bachelor’s degree in Theater Production, Technical Theater, Stage Management, or other closely related field, or equivalent combination of education and experience.
  • 5+ Years of experience in managing operational logistics of theater productions from conception to completion.
  • Experience managing staff, including fostering an effective team and building strong working relationships with diverse individuals and coaching employee performance issues.
  • Demonstrated skills in resource management and time management, must be willing to work nights and weekends.
  • Solid understanding of budgets and accounting to help track expenditures.
  • Strong analytical and organizational skills, focusing on problem-solving and decision-making.
  • Strong communication and interpersonal skills to interact with diverse constituents and communicate clearly technical terms and processes to non-technical users.
  • Ability to interface professionally and respectfully with various levels of co-workers, external clients, and vendors, as well as donors and patrons.
  • Ability to troubleshoot technical and staffing issues relating to events and performances.
  • Understanding of legal contracts and agreements.
  • Attention to detail with the ability to maintain meticulous records.
  • Proficiency in the use of Microsoft Office Suite applications.
  • Strong technical skills to learn and use departmental and enterprise tools and systems.
  • Ability to work independently and follow through on assignments with minimal direction/instruction.
  • Ability to set priorities and organize work to meet multiple competing deadlines.
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