Schedule and Program Administrator

OPERA America, Inc.; New York, Northern (NY, KY); Hybrid; USD 67,000 - 69,000; Full time

Job summary

The Juilliard School is seeking a Schedule and Program Administrator for the Vocal Arts department in New York. The role coordinates 100+ weekly schedules and collaborates with students, faculty, and staff to support operas, concerts, recitals, coachings, and masterclasses.

The position requires a Bachelor’s degree and at least two years in a performing arts or higher education setting, strong music-reading ability, and excellent communication.

Qualifications

• Bachelor’s degree and at least two years of professional experience in a performing arts organization or higher education institution.
• Must be able to read a music score.
• Some knowledge of operatic and vocal repertoire.
• Proficiency in Microsoft Office, including Word, Excel, Power Point, and Outlook.
• Superb written, verbal, and interpersonal communication skills.
• Exceptional judgment, discretion, and integrity under stressful circumstances.
• Approaches challenges with a mindset that is creative and proactive.
• Ability to maintain a detail-oriented approach while managing multiple projects simultaneously in a busy environment.
• Ability to work well as a member of a team in a collaborative environment and oversee complete projects independently.
• Understanding of and commitment to equity, diversity, inclusion and belonging, and the mission of The Juilliard School.
• Dedication to fostering a community that values respect and collaboration across diverse backgrounds.

Responsibilities

• Oversees the coordination, execution, and distribution of over one hundred weekly Vocal Arts schedules for all departmental activities.
• Oversees and coordinates scheduling of all Voice Department studio lessons with aid from the Manager of Curriculum and Schedules.
• Collaborates with students, faculty, guest artists, pianists, and staff to plan schedule-related elements of all Vocal Arts activities.
• Operates as the central hub of communication for Vocal Arts correspondence regarding schedule requests and issues.
• Manages schedule data analysis and monthly reports; advises leadership on trends.
• Assists leadership with future schedule planning and strategic scheduling for classes and performances.
• Oversees room requests and access to spaces for constituents and departments.
• Updates Vocal Arts contact lists and distribution lists for students, alumni, and faculty.
• Serves as liaison with Registrar, IT, and ASIMUT staff to maintain academic schedules.
• Assists in managing Artistic Director’s calendar and release requests.
• Manages release request system with support of Curriculum and Schedules staff.
• Serves as Schedule and Program Administrator for the Summer Voice program.

Skills

Music reading

MS Office proficiency

Written and verbal communication

Team collaboration

Education

Bachelor’s degree

Tools

ASIMUT scheduling software

Microsoft Office Suite

Job description

The Schedule and Program Administrator of the Vocal Arts department is the hub of all information and engine of activity for one of the most dynamic and prolifically producing departments in The Juilliard School. They must have exceptional organizational and communication skills, as well as boundless creativity to produce of over 100 unique schedules each week in support of our departmental mission to equip the 21st Century Singer to thrive in an ever-changing professional landscape.

A commitment to our departmental values of respect, personal responsibility, and belonging are a must in this fast-paced, rigorous institution dedicated to artistic and educational excellence. This position reports to the Administrative Director and works closely with the Manager of Curricular Activities, but Vocal Arts operates within a team structure that requires continuous collaboration with not only the entire Vocal Arts Staff but other Juilliard department/division colleagues.

This position usually works remotely one day per work week during the academic year, and during the summer months, there is flexibility for remote work as well as institutional staff Fridays off.

The annual salary for this role is $67,000-$68,600.

Role Responsibilities:

• Oversees the coordination, execution, and distribution of over one hundred weekly Vocal Arts schedules for all departmental activities including but not limited to opera productions, concerts, recitals, coachings, rehearsals, classes, residencies, masterclasses, and meetings.
• Oversees and coordinates the scheduling of all Voice Department studio lessons with aid from the Manager of Curriculum and Schedules as needed.
• Collaborates with students across all degree programs, faculty, guest artists, pianists, and staff to plan and implement schedule-related elements of all Vocal Arts activities, including opera productions, extra-curricular performances, and curricular performances.
• Operates as the central hub of communication for all Vocal Arts correspondence with community members and guest artists regarding schedule-related requests and issues.
• Manages all schedule data analysis and tracking of schedule information to generate monthly schedule reports, and advises the Artistic leadership and the Administrative Director on schedule trends via quantitative analysis and qualitative assessment.
• Assists departmental leadership with future schedule planning, including strategic planning for Vocal Arts classes, curricular activities, and performances.
• Oversees internal and external room requests, ensuring all constituents and collaborating departments have access to spaces as appropriate, with aid from the Manager of Curriculum and Schedules as needed.
• Oversees and updates the Vocal Arts contact and reference information including departmental contact lists, e-mail distribution lists for current students, alumni and faculty.
• Serves as primary liaison with Office of the Registrar, IT, and scheduling software (ASIMUT) staff to maintain and update student academic schedules and ASIMUT program as needed.
• Assists in managing Artistic Director’s calendar, including scheduling meetings, lessons, and coachings as needed.
• Manages the release request system with support of the Manager of Curriculum and Schedules and other members of the administrative staff as needed.
• Serves a Schedule and Program Administrator for the Summer Voice program

• Bachelor’s degree and at least two years of professional experience in a performing arts organization or higher education institution
• Must be able to read a music score
• Some knowledge of operatic and vocal repertoire
• Proficiency in Microsoft Office, including Word, Excel, Power Point, and Outlook
• Superb written, verbal, and interpersonal communication skills
• Exceptional judgment, discretion, and integrity under stressful circumstances
• Approaches challenges with a mindset that is creative and proactive
• Ability to maintain a detail-oriented approach while managing multiple projects simultaneously in very busy environment
• Ability to work well as a member of a team in a very collaborative environment as well as demonstrate an ability to plan and oversee complete projects independently
• Understanding of and commitment to equity, diversity, inclusion and belonging, and the mission of The Juilliard School
• Dedication to fostering a community that values respect and collaboration, engaging with and supporting constituencies from various backgrounds