Program Coordinator

Position Focus :

Reporting to Manager of Yale Opera, the Yale Opera Coordinator is responsible for providing operational and production support for Yale Opera to assist in the smooth running of the program and associated performances.

This includes liaising with venues and outside production personnel, and coordinating hall load- in, load-out, stage setup, production needs, and equipment rentals.

This position will assist the Manager of Yale Opera to ensure smooth operation of the Yale Opera program. The position requires hours on evenings and weekends depending on the Yale Opera production schedule.

Assist Manager of Yale Opera ensure the smooth operation of the Yale Opera program including setting up for seminars and rehearsals, general office administration, and general communications.

Assist with Yale Opera auditions and special events. Compile materials for printed programs and prepare supertitles for performances in PowerPoint.

Copy and distribute music and materials as required. Assist with organizing and maintaining the Yale Opera costume and props stock and rehearsal room.

Assist Manager with recruiting, interviewing, and orienting external sub-contractors such as stage director, stage manager, and production designers.

Coordinate rental, purchase, and transportation of scenery, properties, costumes, and other physical production elements with outside contract staff and organizations.

Coordinate dissemination of production information to the production team. Drive a rental truck for load-in and load-out when necessary.

Attend opera tech rehearsals to assist Yale Opera manager as needed. Work on stage crew for opera performances as assigned.

Take notes at Yale Opera production meetings; review meeting notes and daily rehearsal reports and assist Manager with assigning follow-up to report items.

Prepare expense reports for production expenses in WorkDay.

Essential Duties

1. Oversees and coordinates program activities. Establishes, selects, implements, and coordinates administrative functions, procedures, and systems.

2. Based on knowledge of and experience with program activities, objectives and staff, serves as principal source of information on policies, procedures, programs and office activities.

Establishes and maintains professional relationships with internal and external contacts. 3. Processes and monitors expenses and ensures adherence to budgetary guidelines.

Prepares budget drafts based on existing budgets. May oversee, coordinate and / or complete applications and materials needed for grant submission.

4. Composes substantive correspondence and written material. Determines sources of data. Compiles, synthesizes and manipulates data.

Summarizes findings and writes, produces and distributes reports or portions of reports. May create simple databases. 5.

Provides editorial support for a journal / publication. Proofreads and edits material for grammatical and factual accuracy.

Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.

6. Oversees, instructs, and coordinates activities of support staff. 7. Ensure compliance with University, Federal, and State guidelines, rules, and regulations.

8. May perform other duties as assigned.

Required Education and Experience

• Six years of related work experience, four of them in the same job family at the next lower level and a high school level education;
• or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field;

or an equivalent combination of experience and education.

Required Skill / Ability 1 :

Excellent organizational skills and high attention to detail. Strong verbal and written communication skills. Demonstrated solid attendance and reliability record.

Required Skill / Ability 2 :

Ability to work independently as well as in a team. Ability to exercise good judgment and to interact professionally with students, faculty, and staff.

Ability to follow directions and take initiative.

Required Skill / Ability 3 :

Demonstrated success with concert production, stage management or arts administration.

Required Skill / Ability 4 :

Demonstrated computer proficiency including Microsoft Office suite and email, and the ability to learn new technology and systems such as ArtsVision and WorkDay.

Ability to create expense reports.

Required Skill / Ability 5 :

Must have a valid driver’s license and the ability and willingness to drive a box truck up to 20 feet in length.

Preferred Education, Experience and Skills :

Ability to read music

Physical Requirements

Ability to lift and carry objects up to 40 pounds.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements.

All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here :

Additional Background or Health Screening Requirements

Selected incumbent must have successful completion of a DMV check and a valid driver’s license.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position.

Employees will be assigned specific job-related duties through their hiring departments.