Project Coordinator, Performing Arts

  • 11 Jul 2022 1:01 PM
    Message # 12844773

    Position Summary

    The Project Coordinator supports an active team in the research, planning and implementation of a wide range of Performing Arts programming including Dance, Theater, Music, Film and Residencies. Facilitating the administration and logistics of all Performing Arts projects, the Coordinator will focus on project management, correspondences, scheduling, budget and contract management.

    This vital role is the administrative backbone of the department, responsible for coordinating multiple overlapping projects within the department and is a key contributor to the mission of the Momentary. The Project Coordinator reports jointly to the Programmer, Theater & Dance and Programmer, Music & Festivals, and works closely with the other members of the Performing Arts department, as well as with team members in Operations, Box Office, Communications, Engagement, Visual Arts and other colleagues within Crystal Bridges.

    The Project Coordinator regularly performs administrative tasks that are complex in nature and require considerable discretion and confidentiality. The coordinator must be consistently professional, approachable, proactive, and be able to organize and balance multiple tasks. Regularly, the Coordinator will be responsible for working across multiple, overlapping timelines and insuring all external and inter-departmental communications are clear, timely, and documented.

    Positions Principal Responsibilities

    • Coordinates and project manage Performing Arts projects, working closely with the programmers, production team and various outside vendors

    • Drafts and oversees artist contracts and tailors standard contracts to fit the needs of specific projects, as needed. Coordinates with Momentary teams to ensure obligations are met in an appropriate and timely manner

    • Develops, communicates and manages project schedules

    • Assist in the development and management of project budgets

    • Schedules project meetings, books meeting rooms, prepares agendas, creates presentations, and sends out notes focused on next steps.

    • Works with the Artist Liaison to coordinate artist travel related to performances and residencies

    • Acts as the point person for communication across departments for the Performing Arts program.

    • Helps ensure expenditures are reasonable and in line with goals.

    • Processes invoices, reimbursements and payments as needed

    • Reviews and generates financial budget reports

    • Organizes, maintains, and archives project files and documentation

    Additional Responsibilities

    • Answers inquiries in a prompt, professional manner.

    • Ensures all inter-departmental communications are clear, timely, helpful, and documented.

    • Provides suggestions to improve processes.

    • Keep supervisor informed as to any issues or changes in project scope.

    • Nudges colleagues as needed to keep projects on track.

    • Make suggestions for keeping projects under or on budget.

    • Helps foster team creativity, collegiality, timeliness, and mutual respect, to create

    experiences that engage and delight guests.

    • Generates and contributes solutions as challenges crop up.

    • Drive museum vehicles when needed.

    • Performs other duties as assigned.

    Minimum Qualifications

    Education, Training, and Traits:

    • Associate or Bachelors degree in arts administration or equivalent degree/experience required

    • Knowledge of Performing Arts including music, theater, dance required. Familiarity with Visual Arts desirable

    • Experience with (or the ability to learn) specialized software systems is required, including Artifax, TMS, EMS, Power Plan, and Financial Edge

    • Ability to work independently, as well as within a team

    • Ability to understand and maintain the highest levels of confidentiality and discretion

    Work Experience:

    • Minimum two years work experience coordinating projects in a museum, gallery, performance venue, residency or related environment, is preferred

    • At least one year demonstrated project coordination experience in any field (tracking budgets, developing and tracking schedules, organizing and leading meetings, coordinating people), is required.

    Skills and Abilities:

    • Highly organized and detail oriented

    • Professional and approachable, with excellent communication, organizational and interpersonal skills

    • Ability to work independently and facilitate teams of diverse personalities.

    • Willingness to work weekends and evenings, and adjust hours, as required.

    Desirable Qualifications:

    • Experience working with living artists and their representatives

    • Proficient in Microsoft Office applications: Word, Excel, Access, PowerPoint, Project, and One Note

    • Experience directing and overseeing, contractors, interns or other support staff

    • Demonstrated knowledge of current practices in producing events, supporting residencies or equivalent experience

    • Proven experience and success in project coordination and in meeting deadlines within fast-paced working environments

    Physical Demands and Work Environment:

    The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    • Physical Demands: Occasionally, while performing the duties of this job, the employee may be required to travel independently regionally and in communities served. In the work environment described below, position requires working at a desk and utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination. Vision abilities required by the job include close and distant vision. The person in this position will require the capability to move and be present onsite for extended periods of time during all phases of bump in, tech, rehearsal, presentation and bump out, and be able to navigate through the different Museum buildings and on the trails and grounds. When working in public spaces and performing arts venues, physical stamina is needed to lift and carry supplies, and at times, assist with other presentation related elements.

    • Work Environment: Work will be performed in an office environment, performance venues, museum spaces, and outdoors. When not in the office, the employee will be spending extensive amounts of time in the Museum buildings, grounds, and performance spaces. The noise level in the Museum work environment is usually low to moderate. Outdoor work will include walking the museums trails in a variety of weather conditions, and occasionally at night.

    About the Momentary

    The Momentary is a new contemporary art space that opened to the public on February 22, 2020, in downtown Bentonville, Arkansas. A satellite to Crystal Bridges, the Momentary presents visual, performing, and culinary arts. The mission of the Momentary is to champion contemporary arts role in everyday life and explore the unfolding story of contemporary American arts in an international context by actively commissioning and exhibiting outstanding works that explore new ideas and inspire action. The Momentary was founded by the Walton family, based on the vision of Tom, Olivia, and Steuart Walton. The Walton Family Foundation is supporting this project as a way to enhance the quality of life in Northwest Arkansas. The Momentary welcomes all with free general admission. Additional offerings include an artist-in-residence program, culinary experiences including an Onyx Coffee Lab, indoor and outdoor gathering spaces, an outdoor festival space, and a gift store. For more information, visit The Momentary is located at 507 SE E Street, Bentonville, Arkansas 72712.