Artistic Coordinator

The Santa Fe Opera; Santa Fe (NM); On-site; USD 45,000 - 70,000; Part time

Job summary

The Santa Fe Opera invites applications for an administrative support role dedicated to the Apprentice Program for Singers in Santa Fe, NM. The position involves coordinating applications, pre-screening, auditions, and the Festival Season in collaboration with the Director of the Apprentice Program for Singers and the Artistic Office.

Responsibilities include weekly payroll review, processing of visa petitions, ticket requests, and supporting onboarding for seasonal personnel.

Qualifications

• Bachelor's degree in Music or Arts Administration preferred.
• 3–5 years of administrative support experience, preferably in opera.
• Advanced proficiency with Microsoft Office and basic database use.

Responsibilities

• Provide administrative and logistical support to the Apprentice Program for Singers throughout the annual cycle.
• Review and process apprentice payroll weekly with relevant departments.
• Assist with visa petitions and contracts for artistic personnel.
• Coordinate auditions for principal, apprentice singers, and staff.
• Assist with travel logistics and housing coordination for artists.

Skills

Administrative support

Microsoft Office

Attention to detail

Communication skills

Education

Bachelor's degree in Music or Arts Administration

Tools

Word

Excel

Outlook

Databases

Job description

General Description: To support the artistic operations of the company through assistance and accurate documentation in areas relating to the engagement and interactions with the various performing units of the Company. This job requires the employee to be located in Santa Fe, NM.Responsibilities:General Administration:Provide administrative and logistical support to the Apprentice Program for Singers throughout the annual cycle, from application and pre-screening administration through the national audition tour and the Festival Season, in collaboration with the Director of the Apprentice Program for Singers and the Artistic OfficeReview Apprentice Singer miscellaneous payroll on a weekly basis in a timely manner, in collaboration with the Director of the Apprentice Program for Singers, the Rehearsal Department, and the Artistic OfficeReview and proof Festival Season materials, including program books, Apprentice Scenes programs, Apprentice Showcase materials, recital programs, and announcementsSupport compliance with AGMA and AFM collective bargaining agreements as they apply to artistic personnel, including contract terms, reporting requirements, and related documentationAnswer phones, produce correspondence, ship itemsIssue orchestra contractsAssemble and file visa petitions for foreign artistsAssist in arranging ticket requestsMaintain artistic electronic filesManage on-boarding for all Artistic Department seasonal personnelAssist with processing Artistic Department seasonal payrollResearch prospective artistic personnel as directedAssist with future season planning, design presentations, and production meetingsAssist with departmental expense reports, invoice requests, and reimbursementsMaintain non-orchestral music libraryCollaborate with Housing Department, Office Services and other departments as needed. Provide prompt responses to requests, and maintain thorough data for presentation to other departments in order to facilitate smooth handling of artistic travel, workflow, and contact information.Assist with Child Chaperone duties when necessaryAuditionsAssist with principal singer, apprentice singer, and music staff auditionsAudition and engage Supernumeraries for all productionsWith the Chorus Master, audition and engage Children’s ChorusEngage Child ChaperonesLogistics supportTravelResearch long distance travel rates and facilitate travel arrangements for artistic personnel; facilitate local travel needs for artistic personnelArrange for artist pick-ups and drop-offs, in liaison with the Housing department, Maintenance Department, and rental car companiesAssist (Production Department) with travel and logistics for those involved with production meetings/presentationsSocial events and appreciationOrganize artist Opening Night giftsCoordinate with Special Events all Opening Night and Cast PartiesOrganize and host specified eventsInput orders for comp tickets, discounted tickets, and dress rehearsal passes on behalf of artists and creative teams via TessituraGeneral support and logistic coordination for off-season events that require artistic personnelOther duties as assignedQualifications:Competencies, Education & Experience:Bachelor’s degree required, preferably in Music or Arts Administration.At least 3-5 years of administrative support experience, preferably in opera.Advanced computer proficiency with Microsoft Office applications including Word, Excel, Outlook, and data bases.Familiarity with the visa process strongly preferredKnowledge:Broad knowledge of classical music industry and operatic repertoire. Ability to read music strongly preferred.Skills:Self-starter with initiative, exercise independent thinking, while performing normal administrative duties with diplomacy and discretion.Ability to negotiate complex transactions and detailed documents.Excellent organizational skills as well as the ability to accurately produce information.Ability to multi-task, handle multiple projects, and set priorities under strict time constraints and deadlines.Ability to work with a variety of temperaments, often in high pressure situations.Requires flexibility to work nights and week-ends during the performance season (mid-June through August).Physical Standards: This position involves light work with lifting or moving of up to 40 pounds occasionally and up to 10 pounds frequently. There is constant standing, walking and finger dexterity needed to handle paper items, use computer, and navigate all areas of the theater. Frequent phone contact is required. Driving an automobile may be routinely required.