Programming Contract Administrator

Tennessee Performing Arts Center Management Corp • Nashville, TN

10h • Hybrid

About The Position

The Programming Contract Administrator is the essential underpinning of Tennessee Performing Arts Center’s programming department. Offering significant flexibility, this part-time Contract Administrator manages the full lifecycle of wide-ranging contracts, ensuring compliance, tracking critical financial obligations, and facilitating seamless internal and external communications.

Requirements

• Proven Experience: Minimum of 2-3 years in a contract administration or similar role, preferably within the performing arts, entertainment, or non-profit sector.
• Education: Bachelor’s degree required.
• Technical Proficiency: Advanced skills in Microsoft Excel and experience with contract management and/or scheduling software (e.g., Momentus, Concur) are highly desirable.
• Contract Expertise: Demonstrated ability to review, interpret, and manage various contract types, including knowledge of legal terminology.
• Detail-Oriented: Exceptional organizational skills and a relentless focus on accuracy and follow-through.
• Communication: Excellent written and verbal communication skills, capable of interacting persuasively and inclusively with artists, agents, internal departments, and licensees.

Nice To Haves

• Juris Doctor, highly desirable.

Responsibilities

• Contract Lifecycle Management: Meticulously review, markup, sign, and process contracts for TPAC Presents, Education, and Resident Company programming, ensuring all deal terms are accurately confirmed and necessary addenda are attached and signed. Manage and modify existing contract language as needed to meet TPAC’s business requirements. Review various agreements for Development, Operations, and Education departments, as needed. Review and execute Rental Agreements, managing modifications as needed for Licensee, securing signatures, and ensuring the fully executed document is returned.
• Risk and Financial Oversight: Proactively obtain and track Certificates of Insurance (COIs) for all TPAC Presents shows, once annually for Broadway series (via our partner, Broadway Across America), and as needed for Resident Companies and Licensees. Monitor, log, and follow up on critical dates associated with financial commitments, including entering contract and event deadlines into the Momentus Tasks system. Track deposits, final costs, and any potential issues arising from Rental Agreements.
• Music Licensing and Royalties: Complete data compilation and entry on the Music Licensing tracking spreadsheet for timely reporting. Manage the quarterly submission and payment process for Performing Rights Organizations (PROs)—ASCAP, BMI, and SESAC. Process quarterly payments for Music Licensing and file associated expense reports via TPAC’s finance system. Maintain monthly updates for internal departmental tracking.
• Payment Processing: Initiate requests for wire transfers and other necessary payments for TPAC Presents and Broadway productions, including processing guarantees at the start of each Broadway week and making deposits for TPAC Presents.
• Data and System Management: Ensure the Momentus system is updated with fully executed contracts, current COIs, and complete task logging with necessary follow-up. Compile all budgeted and ancillary revenue for shows and events into a comprehensive Show Tracking Document for final impact reporting.
• Venue Inquiry Management: Monitor the General Inquiry Line for Venue Sales, providing timely and professional email responses. Manage the initial application process by checking venue references, confirming booking availability on the Momentus calendar, and forwarding approved applications to Programming Manager for further action.
• Programming Scheduling: Administer the programming calendar by sending availability and checking dates for potential client inquiries. Process SYP (Season for Young People) contracts as needed.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level