Description

POSITION OVERVIEW:

The Artist Services Manager reports to the Director of Programming and serves as a key liaison with Northrop artists and management representatives and other Northrop departments. S/he will ensure effective planning of artist visits and handle communications to ensure all logistics are managed optimally. In coordination with production, education, and engagement colleagues, this position coordinates the logistics of artist arrangements for Northrop Presents performances and residency activities, which may occur onsite or elsewhere on campus or off-campus with community partners and academic departments throughout the University. This position takes a collaborative role, under the direction of the Director of Programming, in managing the logistics of performances and ancillary events that support the Northrop Presents Season (such as films, discussions, master classes, etc.) and provides artist services support to major co-presentations and rentals as needed. In alignment with Northrop's vision and values, the Artist Services Manager serves Northrop's mission to cultivate intersections between performing arts and education.

JOB DUTIES:

Artist Liaison Duties 40%

• Provide oversight for all artist services-related activities at Northrop, including operational logistics, to ensure smooth event execution for visiting artists:
  • Communicate with artist representation and company management to coordinate logistics including:
  • Timely generation and execution of artist letters of agreement, contracts and riders
  • Preparation and/or coordination of visa materials
  • Artist hotel needs
  • Residency scheduling, in collaboration with production, education, engagement, and development colleagues including integration of rehearsal schedules and performances with master classes, discussions, donor events, and other residency activities determined during the planning process
  • Artist ticketing and front of house requests/needs {late seating, ticket requests, etc)
  • Artist hospitality
  • In coordination with Technical Director, advance information to artists/managers to reiterate pertinent contract details, and to provide helpful information prior to the engagement
  • Arrival, departure, and residency information for ground travel coordination. Meet artists at the airport and drive them to the hotel/venue and residency activities as needed.
  • Maintenance and updating of content of Artist Resource Packet and Company Questionnaires to facilitate the flow of pertinent information to/from artists in collaboration with marketing team who lead the design process.
  • Collaborate with Northrop staff including production, marketing, education, engagement, and development to coordinate and implement artist residencies and performances. Act as the primary liaison with Northrop artists in this process, facilitating artist contact with other departments as appropriate.
  • Facilitate introductions of visiting artists to Northrop staff via email to assist with advance communication, and in person upon artist arrival at the venue.
  • Create a timeline of information needs and deadlines for each season and artist, incorporating information received from other Northrop and University departments.

 Event Duties   25%

• Collaborate with campus providers and external vendors to arrange for transportation, Lodging, catering, hospitality, parking, foreign Language interpreters, orchestra musicians, accompanists, and other contractually agreed support in accordance with Northrop and University policy.
• Be available onsite during artist engagements, and/or ensure appropriate Northrop staff availability at all times when artists are in the venue
• Execute day-of performance duties such as setting out and monitoring hospitality food (purchasing hospitality items as needed in advance or on show days), delivering payment to artists and independent contractors, comp ticket requests, coordinating artists' merchandise sales, etc.
• Provide support including transportation, catering/hospitality arrangements, comp ticket and merchandise facilitation for rental clients and co-presentations as needed.
• Establish and maintain effective working relationships that promote positive teamwork and support of Northrop. Keep a positive attitude in a high-volume and fast-paced environment in the office, in all interactions with artists and artist representatives, and on show nights. 

Budget and Finance Duties    10%

• Process all payment-related documentation to ensure that Northrop Presents artists and vendors are paid for services in a timely manner
• Draft, oversee, and reconcile the Artist Expenses section of Northrop Presents budgets. 

Arts Administration Duties     25%

• Supervise Programming Intern
• Create and maintain documents to facilitate internal information-sharing regarding Northrop Presents engagements
• Schedule and assist in coordinating Northrop Presents internal pre- and post-event meetings, including preparation of meeting materials, draft agendas, meeting minutes and meeting facilitation as requested.
• Ensure that all Northrop Presents performances and related activities are booked on Northrop calendar(s).
• Solicit feedback to ensure continuous improvement of materials and communication regarding Northrop Presents events and artist residencies.
• Research potential artists for future booking consideration in cooperation with Director of Programming.
• Maintain Northrop Presents database and files of artists presented, including records of repertoire performed, and train Northrop colleagues on how to enter and use information in the database.
• Provide administrative and travel support to Director of Programming as needed.
• Perform other duties as assigned and deemed necessary in contributing to the mission of Northrop.

The employer reserves the right to change or add job duties to this position as long as the changes and/or additions are consistent with the job classification. The University of Minnesota is an equal opportunity educator and employer.

Requirements

REQUIRED QUALIFICATIONS:

• BA/BS or a combination of related education and work experience to equal four years; At Least one year of this experience should be within performing arts administration or in event coordination and planning.
• Valid Driver's License.
• Demonstrated experience with Microsoft Office Suite (Word, Excel, PowerPoint), Google office environment and calendaring software.
• Demonstrated experience coordinating multiple assignments with different and competing deadlines.
• Demonstrated ability to work with diverse groups of partners, constituents, and colleagues.
• Demonstrated excellent verbal and written communications skills.
• Available to work in the evenings and weekends, depending on the event schedule.
• Position will require in-person work at Northrop with staff and artists beginning in mid-June 2021. 

PREFERRED QUALIFICATIONS:

• Previous experience in a customer service role and excellent customer service skills
• Experience working with performing arts, especially dance and music
• Experience providing staff support to administrative or academic Leaders
• Experience working as part of a team
• Experience drafting/editing correspondence and reviewing technical theater or contractual documents
• Experience with relational databases
• Ability to multi-task in a fast-paced environment and manage multiple activities simultaneously