Travel & Faculty Coordinator

Joffrey Ballet School

United States

On-site

USD 37,000 - 42,000

Full time

3 days ago

Be an early applicant

Get a reply from this employer

Your resume and cover letter, tailored to exactly what they’re hiring for.

Get past ATS filters

Benefits offered by this job

Employee Contribution 401K

Paid Time Off

Job summary

The Travel & Faculty Coordinator at Joffrey Ballet School will manage faculty travel, preparation, assignment confirmations, and logistics for the Domestic Audition Tour, Workshops, Master Classes, and International Outreach.

You will coordinate itineraries, hotels, flights, and ground transportation, track confirmations, manage travel records and expenses, and proactively address disruptions to ensure smooth operations.

Qualifications

Bachelor's Degree or equivalent.
Minimum of 1–2 years of experience in travel coordination, logistics, administrative support, event coordination, arts administration or a related field.
Familiarity with dance education, faculty qualifications, dance genres, audition processes, or performing arts programming.
Strong organizational and time-management skills, with the ability to manage multiple assignments, travel arrangements, and competing deadlines simultaneously.
Exceptional attention to detail and accuracy when managing travel reservations, faculty assignments, schedules, expenses, and administrative records.
Proficiency in Google Sheets, including data entry, tracking, sorting, filtering, and basic formulas.
Strong computer skills and the ability to quickly learn and navigate new software, databases, and administrative platforms.
Practical understanding of travel planning and logistics, including airline reservations, airport connections, ground transportation, hotel accommodations, and itinerary management.
Strong written and verbal communication skills, with the ability to communicate professionally and effectively with faculty, vendors, colleagues, and external partners.
Ability to anticipate potential scheduling or travel conflicts, identify solutions, and respond effectively to unexpected changes or emergencies.
Demonstrated ability to track expenses, maintain accurate financial records, and work within established budgets.
Strong problem-solving skills, sound judgment, and the ability to remain calm and resourceful in fast-paced or time-sensitive situations.
Ability to work independently, take initiative, prioritize responsibilities, and follow through on assignments with minimal supervision.
Strong interpersonal and customer service skills, with a commitment to providing responsive and professional faculty support.
Ability to maintain confidentiality and handle sensitive faculty, financial, and organizational information appropriately.
Flexibility to occasionally work evenings or weekends during peak recruitment periods or when urgent travel situations arise.

Responsibilities

Coordinate faculty flights, hotels, ground transportation, and approved travel for the Domestic Audition Tour.
Support travel coordination for Workshops, Master Classes, Summer Intensives, and International Outreach.
Track and monitor faculty assignments and confirmations across Recruitment & Outreach programming.
Follow up with assigned faculty to ensure they formally accept or decline assignments in a timely manner.
Communicate declined assignments or unresolved confirmations to the appropriate program owner so replacement faculty can be identified.
Ensure confirmed faculty assignments are accurately reflected and remain current within Joffrey Ballet School systems.
Communicate directly with faculty regarding itineraries, accommodations, travel plans, supplies, and logistical needs.
Maintain accurate and current faculty travel records.
Coordinate required supplies and troubleshoot missing or additional supply needs.
Track travel expenses, invoices, receipts, and supporting documentation.
Monitor travel spending against approved budgets and flag potential overages or discrepancies.
Identify practical and cost-efficient travel solutions.
Troubleshoot cancellations, delays, routing issues, assignment changes, and other time-sensitive travel situations.
Provide timely communication when travel arrangements, assignments, or costs change.
Maintain organized systems for faculty assignments, travel, expenses, supplies, and supporting documentation.

Skills

Organizational skills

Communication skills

Time management

Attention to detail

Problem solving

Independent work

Interpersonal skills

Confidentiality

Flexibility

Education

Bachelor's degree or equivalent

Tools

Google Sheets

Airtable

Travel booking platforms

Job description

The Travel & Faculty Coordinator manages faculty travel, preparation, assignment confirmation, and logistical support across Recruitment & Outreach activities. The position works primarily with the Domestic Audition Tour while providing travel and faculty support for Joffrey Workshop, Master Classes, Private Master Class Auditions, and International Outreach.

This position serves as a central point of coordination for faculty logistics, ensuring assigned faculty are confirmed, travel arrangements are accurate, potential travel disruptions are identified early, and faculty have the information and resources necessary to successfully represent Joffrey Ballet School in the field.

Qualifications, Requirements & CompetenciesRequired Qualifications

Job Description

Bachelors Degree or equivalent.
Minimum of 1–2 years of experience in travel coordination, logistics, administrative support, event coordination, arts administration or a related field.
Familiarity with dance education, faculty qualifications, dance genres, audition processes, or performing arts programming.
Strong organizational and time-management skills, with the ability to manage multiple assignments, travel arrangements, and competing deadlines simultaneously.
Exceptional attention to detail and accuracy when managing travel reservations, faculty assignments, schedules, expenses, and administrative records.
Proficiency in Google Sheets, including data entry, tracking, sorting, filtering, and basic formulas.
Strong computer skills and the ability to quickly learn and navigate new software, databases, and administrative platforms.
Practical understanding of travel planning and logistics, including airline reservations, airport connections, ground transportation, hotel accommodations, and itinerary management.
Strong written and verbal communication skills, with the ability to communicate professionally and effectively with faculty, vendors, colleagues, and external partners.
Ability to anticipate potential scheduling or travel conflicts, identify solutions, and respond effectively to unexpected changes or emergencies.
Demonstrated ability to track expenses, maintain accurate financial records, and work within established budgets.
Strong problem-solving skills, sound judgment, and the ability to remain calm and resourceful in fast-paced or time-sensitive situations.
Ability to work independently, take initiative, prioritize responsibilities, and follow through on assignments with minimal supervision.
Strong interpersonal and customer service skills, with a commitment to providing responsive and professional faculty support.
Ability to maintain confidentiality and handle sensitive faculty, financial, and organizational information appropriately.
Flexibility to occasionally work evenings or weekends during peak recruitment periods or when urgent travel situations arise.

Preferred Qualifications

Experience coordinating domestic and international travel, including familiarity with international travel requirements, time zones, and complex flight itineraries.
Experience working with airlines, hotels, travel booking platforms, and transportation vendors to identify cost-effective travel arrangements.
Experience using Airtable, or comparable database systems.
Familiarity with automation tools and modern technology solutions used to streamline administrative workflows and improve operational efficiency.
Experience coordinating logistics for touring organizations, performing arts institutions, educational programs, or multi-city events
Demonstrated ability to identify potential travel disruptions proactively and develop alternative arrangements.

Ideal Candidate

Extremely organized, dependable, and detail-oriented; an excellent communicator with strong faculty-support instincts; comfortable managing multiple faculty assignments, itineraries, and last-minute changes simultaneously; confident with spreadsheets, expense tracking, PCR, Airtable, and administrative systems; calm and resourceful under pressure; and experienced with real-world travel planning, airports, routing, transportation, connection times, and travel troubleshooting.

Core Responsibilities — Year-Round Ownership

Coordinate faculty flights, hotels, ground transportation, and approved travel for the Domestic Audition Tour.
Support travel coordination for Workshops, Master Classes, Summer Intensives, and International Outreach.
Track and monitor faculty assignments and confirmations across Recruitment & Outreach programming.
Follow up with assigned faculty to ensure they formally accept or decline assignments in a timely manner.
Communicate declined assignments or unresolved confirmations to the appropriate program owner so replacement faculty can be identified.
Ensure confirmed faculty assignments are accurately reflected and remain current within Joffrey Ballet School systems.
Communicate directly with faculty regarding itineraries, accommodations, travel plans, supplies, and logistical needs.
Maintain accurate and current faculty travel records.
Coordinate required supplies and troubleshoot missing or additional supply needs.
Track travel expenses, invoices, receipts, and supporting documentation.
Monitor travel spending against approved budgets and flag potential overages or discrepancies.
Identify practical and cost-efficient travel solutions.
Troubleshoot cancellations, delays, routing issues, assignment changes, and other time-sensitive travel situations.
Provide timely communication when travel arrangements, assignments, or costs change.
Maintain organized systems for faculty assignments, travel, expenses, supplies, and supporting documentation.

Department & Tour Support

As part of their regular year-round responsibilities, the Travel & Faculty Coordinator will:

Coordinate travel and faculty logistics for Workshops, Master Classes, and other programs offered at Joffrey Ballet School in collaboration with the Audition Tour Team.
Support international faculty travel in collaboration with the International Outreach team.
Support faculty preparation and communication across Recruitment activities.
Assist with Domestic Audition Tour onsite operations.
Coordinate event supplies, shipment, and tracking.
Assist with travel budget reporting and reconciliation.
Monitor faculty travel conditions weekly across Recruitment & Outreach activities.
Proactively identify weather, transportation, airport, routing, or other foreseeable travel concerns that could impact faculty travel.
Communicate potential travel disruptions and recommended next steps to the Recruitment & Outreach team.
Provide administrative and logistical support during peak Recruitment periods.

Cross-Training

The Travel & Faculty Coordinator will be cross-trained to:

Identify and recommend potential replacement faculty when an assigned faculty member declines or becomes unavailable.
Understand faculty qualifications, genres, program needs, and other considerations used when recommending appropriate faculty.
Collect, record, and update Audition Tour scores.
Assist with missing-score follow-up.
Support preparation and distribution of audition results.
Maintain basic recruitment and attendance data.
Troubleshoot basic Airtable and PCR issues.
Prepare basic recruitment spreadsheets and reports.
Update, change, or alter an audition when a last-minute operational change is required.
Make necessary updates within PCR and Airtable and understand the sequence in which those changes must occur.
Communicate emergency or last-minute audition changes to Marketing, Customer Support, faculty, host locations, registered participants, and appropriate Recruitment team members.
Support Workshops, Master Class, Domestic Audition Tour event coordination during an emergency.
Potentially support Summer Intensive or other JBS faculty travel if the position expands beyond Recruitment.