Artistic Administrator

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** Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation’s third largest arts center. Comprised of three Art Partners—Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art—there’s a role for everyone at The Woodruff.
***
* Reports to:

** Vice President of Artistic ASO
** FLSA:
** United States of America (Exempt)
** Employment Status**:

Regular/Full time

To provide artistic, administrative and logistical management for the full range of classical and education programming output presented by the Atlanta Symphony Orchestra, in line with the ASO’s policies and with the stipulations of the ASO’s Collective Bargaining Agreement (CBA).Provides general operational support to the Artistic Department.

Work Schedule:

* Business days:
Monday-Friday 9AM-5PM,  9:30AM-5:30PM or 10AM-6PM
* Evenings and weekends as assigned for Artistic Team concert and rehearsal duties, in addition to business day responsibilities.
*
* POSITION RESPONSIBILITIES:

**** General Department Administration, Leadership & Communication
*** Take the lead in developing, updating, and tracking the department budget.
* Devise, maintain and oversee clear, transparent, fit-for-purpose and sharable systems to monitor, and account for, progress with all processes handled by the Artistic Planning Team.
* Serve as primary conduit of information between the Artistic Planning Team and other teams within the ASO.
* Supervise and direct the work of the Artistic Coordinator, who reports directly to the Artistic Administrator.
* Coordinate execution of service schedule with Artist Liaison.
* Recruit, train and engage additional part-time artist assistants as needed to support guest artists.
* Assist the VP of Artistic Planning with:  + Planning and coordinating meetings of the Music and Artistic Planning Committee of the Board.  + Planning and coordinating meetings of the Artistic Advisory Committee of the Orchestra.
** Artistic Administration
*** Plan and implement the execution of all guest artist, recording and commission contracts, in line with the ASO’s operational timelines, and with an eye to visa petition timelines for foreign artists. This includes but is not limited to:
- Draw up guest artist contracts and commission agreements, based on headline terms negotiated by the VP of Artistic;
- Disseminate draft contracts to Artist Managers;
- Finesse terms with individual Artist Managers; discuss with VP of Artistic Planning as required;
- Dispatch final contracts through Docu Sign, and oversee their full execution by all parties.
- Maintain a clear, transparent, real-time record of each stage of the contracting process.
- In coordination with VP of Artistic Planning, VP of Marketing & Communications, and VP and General Manager, assist with the negotiate terms and conditions for recording agreements with third-party companies and artists.
* Plan and coordinate all processes related to guest artist visas. This includes but is not limited to:
- initiating and monitoring successive steps with artist managements, the paralegals handling the petitions and third-party presenters who are partnering with the ASO as co-petitioners to ensure timely delivery of visa stamps.
- issuing Letters of Agreement for guest artists when they are not fully contracted.
- issuing Letters of Authorization for the paralegals.
- issuing Letters of Authorization for third-party presenters when they are the lead petitioners.
- issuing letters requesting emergency appointments.
- negotiating and collecting pro-rata shares of visa costs with third-party presenters.
- Maintain a clear, transparent, real-time record of each stage of the petitioning and visa processes.
* Plan and execute the collection of all advance artistic information pertinent to the successful delivery of the ASO’s classical and education programming output from guest conductors and their managements, in line with the ASO’s operational timelines and CBA requirements; disseminate this information to the relevant teams internally, and upload orchestra-critical artistic information to OPAS, in line with CBA requirements and Personnel Team policies.

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