TITLE: PRODUCTION ADMINISTRATOR

STATUS: Seasonal

Part-Time, Remote: February 5 - May 3, 2024

Full-Time, Remote: May 6, 2024 - May 10, 2024

Full-Time, On-site: May 13, 2024 - August 30, 2024

START: Remote: February 5, 2024On-site: May 13, 2024

END: August 30, 2024

ARRIVAL: May 13, 2024

DEPARTURE: August 30, 2024

COMPENSATION:

$23.00-$25.00; Overtime (time and a half) after 48 hrs

Room and board, free access to performances, classes, talks, studios

HOURS:

February 5 - May 3, 2024: 5-10 hrs per week

May 6, 2024 - June 2, 2024: (5) Day work week averaging 40 hrs

June 3, 2024 - August 30, 2024: (6) Day work week averaging 55 hrs

REPORTS TO: Director of Technical Production

DEPARTMENT: Production

WORKS WITH: Full-Time and Seasonal Festival Staff, Production Interns, Visiting Company Members

SUPERVISES: Production Interns; Seasonal Production Staff and overhire as assigned

Jacobs Pillow seeks a PRODUCTION ADMINISTRATOR to join the Production Department and work closely with/report directly to the Director of Technical Production (DoTP). The Production Administrator oversees and maintains all of the departmental administrative systems including but not limited to budgeting, purchasing, rentals, scheduling and timesheets. The Production Administrator also serves as the primary supervisor of the Production Intern Cohort (PIC). The Production Administrator will assist the DoTP in creating a robust educational program and will facilitate and manage that experience throughout the summer ensuring the Production Interns are able to take full advantage of their time working and living at Jacobs Pillow.

RESPONSIBILITIES

• Maintain a safe, healthy and accessible work environment at all times

• Under the supervision of the DoTP create and maintain budget and labor tracking processes to ensure accurate, up to date budget estimates

• Manage all departmental purchasing putting an emphasis on engaging local and BIPOC owned businesses

• Working closely with Production department heads and managers facilitate all equipment rentals including coordinating deliveries, pickups, repairs and other vendor communications

• Coordinate the hiring, onboarding and scheduling of overhire crew members

• Assist Production Department Heads and Managers in the coordination of seasonal staff and intern schedules

• Assist the DoTP in reviewing staff timesheets and track labor costs

• Participate in the screening and hiring of the Production Intern Cohort (PIC) and Season Production Staff

• Supervise and manage the PIC

• Working closely with the DoTP, Production Department Heads and Managers manage the intern rotation process emphasizing a well rounded experience that highlights individual interns specific interests

• Assist DoTP in creating an educational plan for the PIC that includes classes taught by seasonal staff and industry professionals, cross departmental learning opportunities, formal and informal interactions with visiting companies Artistic, design and production staff

• Assist in the seasonal opening and closing of the Festival's performance spaces, studios, exhibition spaces, and temporary tents

• Actively participate in load ins, change overs and notes calls as needed

• Supervise Seasonal Production Staff as needed

• Assist the School & Studio Production Manager with studio reservations as needed

• Attend all departmental and production meetings including a weekly All-Staff Meeting, facilitate production and staff meetings as necessary

• Under the general direction of the DoTP, assist with coordination of emergency response for staff and patrons in the event of an emergency or extreme weather

• Completion of Adult/Child CPR, First Aid and Cultural Competence Training (provided to all seasonal staff during the pre-season)

• Assist other departments, including non-production departments, as needed

REQUIRED QUALIFICATIONS

• Minimum of 4 years of related experience in production administration, management, or other technical theater leadership.

• Strong knowledge of production-based administrative processes and paperwork, including but not limited to budgeting, scheduling, contracting, and hiring/onboarding.

• Strong knowledge and the ability to instruct others on general theatrical production systems and standard operating procedures.

• Knowledge of production-related health and safety best practices and concerns and the ability to identify and correct potential hazards.

• Working knowledge of the practices and procedures of all production departments.

• Proficiency with the Google App suite.

• Knowledge of dance or the performing arts industry.

• Ability to work independently, proactively, creatively, flexibly, and collaboratively.

• Willingness to learn.

PREFERRED QUALIFICATION

• Valid drivers license.

• Basic knowledge of production software, including lighting, sound, and drafting applications.

• Experience working and/or teaching in a performing arts educational environment.

SKILLS & QUALITIES

• Active commitment to Inclusion, Diversity, Equity and Accessibility.

• Excellent communication, critical thinking, and organizational skills.

• Strong analytical and empathetic problem-solving, conflict resolution, negotiating, and mediation skills.

• Ability to read, interpret, and instruct others on light plots, stage plans, and related technical documents.

• Demonstrated ability to conceive, strategize, manage, and prioritize between multiple projects with accuracy and attention to detail.

WORKING CONDITIONS & PHYSICAL DEMANDS

• Working regularly in wooded areas with exposure to native wildlife, including, but not limited to, rodents, ticks, and mosquitos.

• Working regularly outdoors in all weather conditions, including inclement weather.

• Moving equipment up to 50 lbs alone or with assistance.

• Moving through and between multiple locations throughout the entire campus.

• Remaining in a stationary position for extended periods of time.

• Working at heights above 6 feet and up to 30 feet.

• Working in show conditions with theatrical and atmospheric elements, including but not limited to fog, haze, strobes, dim lights, and loud sounds.

Not sure you meet 100% of the qualifications? Research shows that men apply for jobs when they fulfill an average of 60% of the criteria, but women tend to apply only if they meet 100% of them. Yet, people who are systematically marginalized tend only to apply if they meet every requirement. We encourage you to apply if you believe you could excel in this role.Please use your cover letter to tell us about what you hope to bring to this role. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. So, whether you're returning to work after a gap in employment, simply looking to transition, or taking the next step in your career path, we will be glad to have you on our radar.

APPLICATION PROCESS

Video and/or audio applications are welcome (though not required), in addition to written expressions of interest.

Interview Stages: Candidates can expect to engage in up to three rounds of interviews, all conducted virtually via Zoom.

Additional Documents: We may ask for a writing sample or a sample spreadsheet to better understand your expertise and fit for the role.

Accessibility Accommodations: Should you require any accommodations to facilitate your application, please dont hesitate to reach out to us at hr@jacobspillow.org. We are committed to providing support throughout the application journey, whether thats through email, a phone conversation, or a video call.