Coordinator, Regional Programming

POSITION SUMMARY
The Coordinator, Regional Programming, supports the Regional Programming Manager, the Director of Regional Programming and Programming Operations in managing a portfolio of clients and events/shows from initial inquiry through financial settlement. This role requires strong communication skills to relay pertinent details both internally and externally in a timely and accurate manner. The coordinator facilitates effective collaboration between clients and internal departments to ensure precise event execution.
Key responsibilities include organizing and executing administrative tasks related to calendaring, contracting, budgeting, and financial reconciliation. Additionally, this position contributes to maintaining the quality, quantity, and diversity of programming at the Dr. Phillips Center.

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES
• Manage a portfolio of in-bound rental events as assigned by the leadership ensuring that event details are current, communicated throughout the organization, and implemented properly.
• Provide prompt, accurate, and exemplary service to both internal and external stakeholders, always with a tone of kindness.
• Assist in preparing rental contracts in compliance with the Dr. Phillips Center’s budgets and norms and construct addendums as required by policy and procedures for leadership review; track the distribution and timely receipt of executed contracts.
• Regularly apprise leadership of rental events/shows and their potential budget impacts from initial inquiry through settlement.
• Adhere strictly to prescribed processes and timelines, particularly with regard to event/show payables and receivables.
• Collaborate with and assist team colleagues as needed, including annual budgeting and special projects and Executive Committee reports
• Attend all necessary meetings in order to provide and receive accurate and timely communication.
• Facilitate the efficient receipt of and response to ticketed event inquiries and applications, ensuring accurate and timely communications to both internal and external stakeholders.
• Promptly and accurately maintain data integrity in the venue calendar system.
• Create and monitor event specific timelines.
• Act as liaison with artists, managers, producers and internal production team prior to day-of-show and day of show
• Act as the primary support for the Regional Programming team and assist in the coordination of Programming team meetings and events.
• Identify opportunities for improving rental processes and procedures.
• Responsibilities include revising contracts as directed, incorporating appropriate language provided by leadership, and ensuring all changes align with Dr. Phillips Center’s offers and budgets. This includes drafting necessary amendments and addendums in accordance with organizational policies and procedures. The role also involves managing the full contract lifecycle: copying, securing required signatures, distributing fully executed contracts to relevant teams, and maintaining accurate tracking of all contracts in progress
• Follow and support all operational policies and procedures. Assimilate into the arts center culture through understanding, supporting and demonstrating the core values.
• Maintain a professional and friendly relationship with other departments, colleagues, and partners.
• Able to remain calm under pressure. Ability to work effectively with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy. Maintain Dr. Phillips Center standards of customer service at all times.
• Able to effectively communicate in English in both written and oral forms.
• Other duties as assigned

KNOWLEDGE AND EXPERIENCE
• Bachelor’s degree or a minimum of 2 years of programming experience required.
• Familiarity with programming rental contracts and box office experience a plus
• Ability to work collaboratively with all staff, artists, producers, etc.
• Excellent organizational skills.
• Strong communication skills, both verbal and written.
• Strong creativity and problem-solving skills.
• Highly motivated self-starter.
• Able to demonstrate diplomacy in high stress situations.
• Ability to multi-task and to work in an extremely fast paced environment.
• Strong knowledge of Microsoft Office suite including excellent Power Point skills.


Dr. Phillips Center participates in an employment electronic eligibility verification program through E-Verify.