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- Administrative Opportunities
Assistant for Administration and Development
Reporting jointly to the Annenberg Center’s Managing Director and Director of Development, the Assistant for Administration and Development provides key project management and support services for these two centrally important operations, including regular communications with the Center’s Board of Overseers, staff, and University administrators. In this regard, the Assistant is responsible for knowing and maintaining significant confidential information and tracking key deadlines for the two offices.
The Assistant oversees the Managing Director’s Office, serving as a pivotal liaison to artists and artists’ managements in the preparation and administration of artists’ contracts, technical riders, logistics, and fee processing; supporting artists’ residencies and educational enrichment activities (including master classes and workshops); preparing special reports and correspondence; supporting special projects (i.e., data collection and analysis for periodic reports, and special program initiatives); attending and taking minutes for staff, board, and other meetings; providing key office functions, including correspondence, filing, telephone and in-person reception; and training/supervising student workers and interns.
As a key member of the Center’s Development Department, the Assistant works closely with the Director of Development to manage the Center’s ATLAS development database and interface with its Tessitura ticketing/development database, including uploading information, processing pledge and gift transmittals, generating reports, tracking prospect management activities, and recording all development related actions and updates. Further, the Assistant works with development staff to plan, implement and analyze annual giving activities; plan and conduct donor cultivation events; assist in the preparation of grant proposals and reports; and support donor stewardship efforts.
The Assistant maintains calendars, manages mail, coordinate travel arrangements, reconcile expense reimbursements, and provides clerical support as needed for both the Managing Director and Development Director.
1. Oversee the Managing Director’s Office, including correspondence, filing, telephone and in-person reception, and training and supervision of student workers and interns.
2. Prepare and administer artists’ contracts, technical riders, logistics, and fee processing, in liaison with various performing artists and their managements.
3. Assist with artists’ lodging, residency activities, master classes, and workshops.
4. Work closely with the Development Director to plan, implement, and analyze annual giving activities (print and electronic solicitation).
5. Work with highly confidential information in the ATLAS development database & associated Tessitura ticketing/development database: processing pledge and gift transmittals, generating reports, tracking prospect management activities, and recording all development related actions and updates.
6. Support stewardship efforts by generating timely personalized acknowledgments and other communications and materials; assist in the preparation of grant proposals and reports; and attend and take minutes for board, staff, and other meetings, as needed.
7. Assist in planning and conducting donor cultivation and stewardship events, including invitations, logistics, responses and event management.
8. Prepare reports and assist with special projects (i.e., data collection and analysis for the Pennsylvania Cultural Data Project and other projects, and supporting periodic grant initiatives).
9. For the two Directors, maintain calendars, manage mail, coordinate travel arrangements, reconcile expense reimbursements, and provide clerical support, as needed.
10. Perform additional duties as assigned, including the tracking of key deadlines for the two closely associated offices.
High School Diploma or GED required, Bachelor’s Degree preferred with 5-7 years of responsible administrative support experience or an equivalent combination of education and experience; ability to work independently; proficiency in the use of various Microsoft Office products, spreadsheet, and data base programs, and internet research; and a willingness to learn new software applications.
Experience in working with contracts and budgets. Excellent communication skills, both oral and written. Outstanding problem-solving skills, with a documented history of implementing new techniques and systems to improve accuracy and work-flow. Excellent attention to detail and organizational and prioritization skills; ability to manage multiple priorities and meet tight deadlines. Excellent customer service skills. Ability to staff events as needed, including occasional evenings and weekends. A formal background check is required.
Please click here and apply using the “Apply without Chronicle of Higher Education Vitae” link. No phone calls please.
Director of Operations & Collaborative Programming
Reporting to the Annenberg Center’s Managing Director, the Director of Operations & Collaborative Programming is responsible for the management, maintenance, condition and utilization of all Annenberg Center facilities; the management of the Operations Department, Audience Services Department and Facilities Licensing and Events Department; the supervision of all production staff, front of house staff, and facility rentals staff; for the coordination of all building maintenance, theatre equipment inspection, repair, and safety; and the safe, smooth, efficient, and professional presentation of all Annenberg Center-managed performances, within budgeted projections.
The Director supervises the Annenberg Center’s frontline Event Coordinators and its Facilities Licensing and Events Manager, working closely with them in the scheduling of space and provision of technical and patron service support for the Annenberg Center’s visiting Annenberg Center Live artists, its local campus partners (e.g. Penn schools, departments, centers, and student performing arts groups), and numerous external, profit and non-profit clients and is responsible for the professional presentation of their programs and the comfort and safety of attending audiences.
The Director is an integral member of the Annenberg Center’s senior leadership team (Managing Director, Director of Marketing, Director of Finance and Director of Development), serving to advance the best interests of the Annenberg Center, the University, its students and clients. The Director of Operations directly supervises an Associate Director of Operations; Technical Staff Manager; Patron Services Manager; Facilities and Events Manager; numerous full, part-time, and temporary theatre technicians and front-of-house staff; and union stagehands, dressers and teamsters (on an as needed basis). The Director supports 700-800 activities per year, including a wide range of performances, rehearsals, classes, lectures, forums, exhibitions, special events and other activities. The position will include artistic curatorial duties relevant to the Director’s specialized professional skills, prior experience and personal artistic interests.
1. Building Administration & University Liaison – Manage building and its operating infrastructure – including ongoing building maintenance, housekeeping, security, fire safety, capital projects and annually updated schedule of capital improvements and deferred maintenance priorities – covering all public areas; office spaces; theatres; backstage, technical, and mechanical areas; and HVAC, electrical, mechanical, and safety systems.
Serve as building safety compliance officer and primary liaison with key University departments supporting the maintenance and security of the facility, including Penn’s Departments of Facilities Management, Public Safety, Allied Security, Housekeeping Services and Systems, Risk Management, etc.
2. Production & Events Management – Schedule and coordinate production staffing (including Operations Department personnel and external union crews), equipment rentals, ground transportation, artist hospitality, and University logistical support for all events and productions managed by the Center in its own and at other campus venues.
Serve as Principle Production Manager for major University and external client events productions.
Provide guidance and excellent customer service to Penn’s students, faculty, and staff; the Center’s Annenberg Center Live artists; and external facility licensing clients in the planning and implementation of their Center-managed productions and events.
3. Management of the Operations Department – Hire, supervise, and evaluate all full-time, part-time, and temporary departmental personnel, including the Associate Director of Operations; Technical Staff Manager; stage technicians; and other departmental employees.
Develop and manage department’s annual budget, inventories, and supplies; supervise individual, event-by-event production budget estimates and subsequent control of expenditures to stay within these budgeted parameters, plus the annual updating of the Center’s facility renewal and capital improvement budgets.
Review and edit all technical riders – and oversee all associated estimates generated by the Operations Department in liaison with other Center departments – during the pre-contracting stages for events/productions managed by the Center.
4. Management of the Front of House Department – Hire, supervise, and evaluate Patron Services Manager,; develop and implement departmental standard operating procedures; oversee Center’s “for-profit” concessions and merchandise sales operation (including its annual budget, inventories, and supplies); and compliance with all life and safety measures.
5. Management of Facilities Licensing & Events Department – Hire, supervise, and evaluate Facilities Licensing & Events Manager; develop and implement departmental standard operating procedures; develop and manage department’s annual budget. Oversee the Center’s Artifax facilities and event management software system. Work with the Director of Finance to prepare profit and loss reports, year-end projections and analysis of business goals.
6. Theatrical Systems & Safety – Oversee all Center safety policies, procedures, inspections, licenses, emergency preparedness staffing, shelter-in-place inventories, and AED equipment and procedures; other building occupants, artists, and clients, Penn’s Office of Public Safety, and the Philadelphia Fire Department.
Schedule and coordinate regular and preventive maintenance, inspection, and repair of – and assurance of safety for – all stage-related equipment, including electrical circuitry; lighting, dimming, and sound systems; rigging; stage, scenic, and costume shop equipment. Repository for all Center safety inspection reports, repair records, and work orders submitted.
Work with appropriate University entities to develop an active stage and shop equipment training and qualification program for all student crews and contracted labor working in the facilities.
7. Union Relationships – Liaison to local union stagehands, dressers, and teamsters in the presentation of Center performances and events and the administration of local agreements.
8. Arts Management – support the broadly collaborative goals of the Center’s artistic curation process – and its objectives of emphasizing student participation, training, and quality performing arts experiences at the Center – through collaboration with student groups, faculty colleagues, and local, national, and international artists.
9. Additional Duties – Performance of additional duties, as assigned.
Bachelor’s degree, preferably in technical theatre or stage management (advanced degree in a relevant area of study preferred), plus 5-7 years of related experience or equivalent combination of education and experience. Substantial management experience in technical production, events management, budgeting, forecasting, and personnel management, plus expertise and experience in some – and familiarization in all – of the following technical areas: power and lighting, audio, electronics and theatrical computer systems, rigging, theatre safety, and building maintenance. Strong written/verbal, pc skills and be knowledge of and/or ability to learn and master new software such as the linked Artifax facility scheduling and Tessitura ticketing systems. The Director must be willing to work evenings and weekends to handle special events and building emergencies. A formal background check is required.
Please click here and apply using the “Apply without Chronicle of Higher Education Vitae” link. No phone calls please.
The University of Pennsylvania is an EOE. Minorities / Women / Individuals with disabilities / Protected Veterans are encouraged to apply.
Interested in supporting the performing arts, seeing great shows, and working with a diverse and exciting group of people? If so, the Annenberg Center Volunteer Usher Corps is the place for you!
Providing exceptional customer service to our patrons, Volunteer Ushers assist with seating, greeting, distributing programs, and taking tickets at our eclectic array of performances. In return for your hard work, dedication, and service, you’ll get the chance to not only see great works of art but also meet interesting people in an exciting environment. This is not your ordinary volunteer experience.
For more information, please email email@example.com. New Volunteer Usher orientations will be held at the beginning of Fall and Winter semesters.
Children's Festival Volunteers
Once a year, the Annenberg Center embarks on an extravaganza geared toward children and families in the Greater Philadelphia area. The Philadelphia International Children’s Festival reaches thousands of children and includes performances of dance, music and theater as well as an outdoor FUNZONE chock-full of free live performances and crafts of all sorts and sizes.
To make the Children's Festival a success, we need your help! Volunteers help out with FUNZONE set-up/tear down and on the many crafts and art tables going on throughout the day. The Children’s Festival takes place over several days in late April and early May. For more information, please email firstname.lastname@example.org.