Under the supervision of the Producing Artistic Director of Adventure Stage Chicago (ASC), the Production Coordinator coordinates all new play development and mainstage production timelines and administrative tasks as well as oversees all related contracting and payroll. The Production Coordinator collaborates with the Venue Manager to ensure that productions have access to space and an organized technical inventory. The Production Coordinator also works with partners to ensure delivery of script translation and sub-title projection for each mainstage production. The Production Coordinator will be on site at least two Sundays per month from 7am-3pm to provide event supervision for church rental of the Vittum Theater.
The Production Coordinator is expected to be proactive, self-motivated, enthusiastic for the mission of the Settlement and ASC, possessing excellent verbal, written, collaborative, and interpersonal skills, and able to work in a high-pressure, deadline-oriented environment. The Production Coordinator handles complex and confidential matters, which can call for discrete, independent judgment. They also operate in direct communication with partner programs at the Settlement, neighbors, patrons of the theater and professional theatre artists. In service to the young people and families we serve, the Production Coordinator is expected to adhere to the values of community, imagination, empowerment and excellence.
Position Responsibilities include:
- When on site (at least two Sundays per month between 7am-3pm), open and close the building and provide technical support for church rental of the Vittum Theater. There will be extended periods of time during this work day when the church does not need direct support; during these periods, the Production Coordinator is expected to address the position’s other responsibilities.
- In collaboration with the Producing Artistic Director and Executive Director, create of production timelines for all artistic projects including (but not limited to): mainstage productions, new plays in development and youth ensemble summer camp and performance projects.
- Coordinate space and amenities with Venue Manager for all workshops, casting calls, rehearsals, and performances. These include (but are not limited to): tables, chairs, power, projection source, conference calling and food.
- Coordinate paperwork for all workshops, casting calls, rehearsals and performances. These include (but are not limited to): intake forms, contracts, background checks, tax forms, scripts, schedules, contact sheets, policies and procedures.
- In collaboration with Stage Management, coordinate production materials for all workshops, casting calls and rehearsals. These include (but are not limited to): rehearsal props and costumes pulled from inventory, technical inventory, etc.
- In collaboration with Stage Management and the Venue Manager, coordinate space and time for understudy rehearsals for each mainstage production.
- Document (as needed) workshops, rehearsals and productions with video recordings and photographs.
- In collaboration with the Producing Artistic Director, solicit and attach theatrical artists for any creative project requiring expertise in the areas of acting, design (scenic, lighting, costumes, sound, music composition, video projection, props, masks, puppetry, movement and/or violence) and stage management.
- Mainten ASC’s online project management tool, also known as Basecamp. This tool is used for integrating communication between on-site staff and off-site project participants, scheduling events, warehousing timelines, research, script progress, design progress, project updates, daily reports, etc.
- Coordinate ASC’s script translation process that culminates in digital subtitles of every mainstage production. This includes: communicating with ASC translators and ensuring that they will meet their deadlines, coordinating the conversion to digital subtitles from translated script, and coordinating the schedule of subtitle operators during performances.
- Mainten all contract templates used by ASC for actors and designers.
- In collaboration with the Producing Artistic Director and ASC’s Production Manager, generate and coordinate project-specific contracts along with background checks, W9 forms and copies of photo identification.
- Generate and execute payroll schedules for any creative project involving actors, designers, stage management and production technical support.
- Mainten well-organized digital and hard-copy files for all paperwork.
- Support the Producing Artistic Director with projects ad hoc.
- Bachelor’s Degree plus a minimum 2 year arts administration experience a must.
- Possess project management experience.
- Possess baseline knowledge of theatrical lighting, sound and A/V equipment.
- Possess knowledge of budgeting, cost estimating and fiscal management principles and procedures
- Possess initiative and is able to monitor workload to ensure efficiency and diligence
- Able to work under pressure, prioritize demands and meet deadlines; willing to assume a variety of assignments and work independently
- Able to communicate professionally with members of the Settlement and theater staff, theater patrons, artists and the community at large
- Able to use Microsoft Windows and Office Suite, Dropbox, Basecamp, Google Suite
Interested candidates should email a resume, cover letter and professional references to Tom Arvetis, Producing Artistic Director, at firstname.lastname@example.org. No calls please.
The position is open and immediately available for hire. Northwestern University Settlement Association is committed to fostering a diverse community of staff and does not discriminate on the basis of race, color, gender, handicap, age, religion, sexual orientation, or national or ethnic origin. Women and traditionally underrepresented populations are encouraged to apply.
To apply for this job email your details to email@example.com