BAX Full-Time Artist Programs & Production Coordinator
BAX/Brooklyn Arts Exchange Artist Programs & Production Coordinator is a key member of the Artist Programs Team and is a full-time permanent position (40 hours per week) that reports directly to two members of BAX’s leadership staff—the Artistic Director and the Senior Director of Programs & Production—and works alongside other key staff, including technical staff, Artist Advisors, and the Marketing and Operations teams.
Start Date: January 2024
Position Summary & Responsibilities
BAX’s Artist Programs & Production Coordinator provides key administrative, communications, and production management support to the Artist Residency programs, EmergeNYC, Practice Lab, Disability Artist Initiative, and other artist-centered initiatives.
This role’s key responsibilities are to:
- Provide administrative support to the Artist Programs Team, in particular to the Artistic Director, the Senior Director of Programs and Production, and the Artist Advisors, with support around communications, staffing, and scheduling of BAX’s Artist Programs and their corresponding invitation-based and public presentations (open studios, workshops, and performances).
- Work closely with the Senior Artist Staff to help plan the current and future season programming and calendar accordingly.
- Support ongoing documentation and archiving of these programs and organizing efforts on behalf of all BAX artist alumni networks to build opportunities for future exchanges and ongoing engagement.
- Assist in tracking Production/Artist Program budget in collaboration with the technical staff and Senior Director of Programs and Production.
- Support season planning by regularly updating shared internal and public-facing season calendar, based on programmatic decisions; draft production space schedules in collaboration with technical staff for techs rehearsals and performances.
- Update the BAX and EmergeNYC WordPress sites and post on social media channels, uplifting alumni artists and announcing opportunities.
- Provide administrative and staffing support for annual residency applications, panel and reader organization and communications, and Artist Program events.
- Provide administrative support during panels by screensharing artist work samples, note taking panel discussions, and documenting the scoring process.
- With Artistic Director and/or Senior Director of Programs and Production, draft, send, and track artist contracts and payments.
- Gather marketing and production information related to all artist events and performances, as necessary.
- Work with technical and operations staff to make sure space for programs, technical rehearsals, and performances are properly scheduled, equipped, and staffed.
- Act as liaison between artists and the Marketing & Communications staff regarding information for performance programs, website updates, and social media, keeping close attention to deadlines. Proofread marketing materials as needed.
- In coordination with technical staff (as necessary), gather artist production tech needs, secure access and documentation consultants as needed (e.g. ASL, livestream, CART captions, etc.).; and, support livestream chat of productions when necessary.
- Support wayfinding and setup, supporting communication among Box Office, technical staff, stage manager, and artist(s), and/or providing ushering and waitlist management, as needed.
- Oversee ticketing for public presentations, including tracking VIP, artist, and staff comps, and keep abreast of sales in Eventbrite and audience development needs. Adjust numbers based on the capacity of theater per show in communication with technical staff and Artist Programs Team. Share virtual links and access tools as needed.
- Support BAX’s ongoing efforts to document and archive Artist Program and Residency experiences, in collaboration with the Marketing Dept, including presentations, performances, workshops, and annual events.
- On occasion, take, organize, and archive photos of BAX shows and events.
- As part of the Artist Program Team, serve as a BAX host/”admin on duty” at BAX presentations as needed.
- Additionally, coordinate and provide post-show follow-up support including Livestream follow-up (send the transcript to videographer, Vimeo upload, send recordings to staff/artists)
- Assistance with special projects as needed.
Successful candidates will have:
- Excellent interpersonal and communication skills, including a spirit of generosity and care towards artists and co-workers
- Excellent attention to detail and organizational skills
- Ability to work independently and collaboratively, including ‘managing up’ as needed
- Fluency in social media management and related efforts to increase platforms’ reach and assist the Marketing department as appropriate
- Experience with WordPress, Submittable, Canva, Eventbrite, Vimeo, Zoom, Adobe Creative suite, Google Drive, and project management software like Asana.
- Ability to work well in fast-paced environment, troubleshoot, and stay calm under pressure
- Ability to prioritize competing projects with close attention to time-sensitive, often interdepartmental, deadlines
- Ability to anticipate and be responsive to needs
- Ease working collaboratively with two supervisors and within a close staff community
- Deep alignment with BAX’s values of racial justice and cultural equity
Preferred candidates will also have:
- Experience in arts nonprofits
- Background and/or interest in dance, performing arts, and/or theater
- Experience with performing arts/theater/dance/event production and/or willingness to learn
- Experience coordinating freelancers & interns
- Flexible schedule and ability to work weekend evenings for performances or special events as needed
- Fluency in a language other than English
This is a 40-hour per week job, which is largely in person during agreed upon weekly business hours, with remote work available as needed. Flexibility required to attend evening and weekend performances, meetings, panels, showings. These events will be in place of scheduled office hours.
Non-Exempt, Based on 40 hours per week
BAX offers a comprehensive benefits package including generous paid time off and sick pay, medical health benefit contribution, invitation to participate in optional pre-tax employee only contribution 403b plan, TransitChek, and Flexible Spending Account (medical and dependent care) as well as perks such as access to complimentary or low-cost BAX classes, studio rehearsal space, and performances, and free or discounted classes/workshops..
Qualified candidates should email a cover letter and resume to firstname.lastname@example.org (PDF’s preferred) with subject line: “Artist Programs & Production Coordinator”
This position is open until filled. It is our intention to interview throughout late September to early October. Initial interviews will take place over Zoom for 30 minutes with the Artistic Director and Senior Director of Programs and Production. Second-round candidates will be invited to meet in person with the Artistic Director and Senior Director of Programs and Production and other Senior Leadership staff members. Finalists will be invited to meet the larger staff and observe key moments in BAX’s fall artist programs. Our aim is for the position to begin full time in January 2024 with part-time hourly compensation for training taking place during a period of November-December to afford necessary transitions between the incoming and outgoing staff.
BAX/Brooklyn Arts Exchange staff and board are actively engaged in ongoing anti-racist efforts and pro-inclusion conversations as an integral part of our work. As part of BAX’s work culture, we honor the ways in which our institutional values are also reflected in the work/life balance and the care of our staff. BAX is an equal opportunity employer committed to creating and developing an inclusive staff team. People of color, trans, non-binary and queer folks are strongly encouraged to apply.