THE OPPORTUNITY
Joffrey Ballet School is currently seeking a Program Administrator to support the Jazz & Contemporary and Ballet divisions of our year-round Trainee Program. A successful candidate will be a team player who can administratively assist with day-to-day program operations and is dedicated to the success of our renowned dance programs. This role requires a creative and organized individual who thrives in a fast-paced environment.
RESPONSIBILITIES
General / Administrative:
- Provide administrative support to the Trainee Programs and respective summer intensives, acting as a liaison between the Program Managers, staff, faculty, and students.
- Maintain accurate attendance records for classes, rehearsals, and performances, and assist students with attendance-related matters.
- Communicate with students via BAND, and post announcements, reminders, and program updates.
- Maintain departmental calendars including meetings and daily priorities.
- Organize and update student office hours in Calendly and arrange meetings as needed.
- Schedule one-on-one student conferences with the Artistic Directors for Trainee evaluations.
- Create, update, and monitor the student log throughout each semester.
- Communicate with the Health & Wellness Department to provide updates as directed and monitor communication on Slack.
- Secure substitutes for Faculty as directed.
- Prepare and distribute Faculty schedules and related materials for year-round and summer programming.
- Open/close the studios and assist with building preparation as needed.
- Assist with department errands and procurement of supplies.
- Demonstrate commitment to the school’s mission of fostering a safe and inclusive learning environment for all students.
Workshops:
- Assist with set-up/strike, registration, and coordination of workshops, reporting issues to Program Managers as necessary.
- Coordinate studio availability for Student Choreography Workshop (SCW) rehearsals.
- Facilitate rental arrangements with venues to secure spaces for events as directed.
Mainstage Performances:
- Update Monday.com boards with confirmed details for performances, events, workshops, and guest classes.
- Compile cast lists and program information for the Marketing Department and help proofread the bill and other marketing assets.
- Reconcile receipts and submit reimbursements as needed for costumes and props.
- Supervise students onsite at the theater during tech/dress/performances alongside the Program Manager and Artistic Director.
- Assist with venue load-in/out.
QUALIFICATIONS
- Bachelor’s degree or minor in Arts Administration, or equivalent experience.
- Action-oriented with strong organizational skills and attention to detail.
- Ability to work independently and collaboratively, prioritizing tasks effectively.
- Commitment to continuous learning and growth, open to constructive feedback, and capacity for self-reflection.
- Knowledge and passion for arts and entertainment, preferably in dance.
- Excellent interpersonal skills, humility, and a sense of humor.
- Discretion and ability to handle confidential matters.
- Proficiency with MacOS, Google Suite, Microsoft Excel, and Microsoft Word.
- Availability to work full-time at our offices in New York City.
- Weekday, evening, and weekend work required in accordance with the Trainee Program’s performances and events calendar.