Program Operations Coordinator, Preparatory Division

Description: 

Reporting to the Assistant Director of Program Operations, the Program Operations Coordinator is responsible for coordinating financial transaction administration for the Pre-College and Music Advancement Program (MAP), including faculty, substitute, and guest artist onboarding and payroll processes. The ideal candidate will have a close eye for detail in data entry, data management, and accounting; be methodical and reliable; and have an aptitude for learning and navigating workflow systems. Additional duties as assigned by supervisor. 

The Preparatory Division operates on a standard schedule of Tuesdays - Saturdays throughout the Academic Year. This position works a Tuesday-Saturday schedule. The annual salary range for this role is $55,000-$62,000, based on experience, skillset, and qualifications. 
 

Working at Juilliard

Founded in 1905, The Juilliard School is a world leader in performing arts education. The school’s mission is to provide the highest caliber of artistic education for gifted musicians, dancers, and actors from around the world so that they may achieve their fullest potential as artists, leaders, and global citizens.

Excellence and professionalism are important guides in how we go about our work, but we also connect to the mission as individuals in the workplace. We thrive because of our variety of backgrounds and our ability to be open and honest, and we also thrive because we enjoy each other’s company. We believe that each employee has the responsibility to help shape the Juilliard organizational culture, and we provide opportunities to participate in team-building throughout the year. Our organizational values focus on excellence, creative enterprise, and equity, diversity, inclusion, and belonging.

We encourage you to read more about how we achieve our mission on our website, juilliard.edu.
 

Role Responsibilities:

• Coordinate onboarding tasks related to faculty, substitutes, and guest artists 
  • Facilitate the onboarding process for all new faculty, substitutes, and guest artists/presenters, including processing applications and hiring in the Oracle-based Cadence system, coordinating with Human Resources, and communicating with personnel 
• Coordinate finance tasks related to students, faculty, substitutes, and guest artists 
  • Process reimbursement and supply requests for Preparatory Division faculty 
  • Process invoices for payments to guest artists/presenters, instrument vendors, summer camps, etc. 
  • Process substitute faculty payments and faculty ad hoc payments for additional work such as masterclasses, recruitment activities, etc. 
  • Coordinate student and family financial support programs such as free lunch, transportation stipends, senior funds, and free tickets 
  • Assist in determining financial aid awards for Pre-College students; submit information to Student Accounts and Bursar; share information with Development 
  • Resolve payment issues in communication with Finance, Student Accounts, Accounts Payable, Accounts Receivable, and Payroll 
• Maintain  
  • Maintain accurate records of all payments and tasks above in AirTable; create reports for distribution to the Preparatory Division team  
  • Review recurring reports from Finance, Accounts Receivable, and Accounts Payable with the School’s budget reporting tools 
• Assist with management of college student work-study program and Community Engagement fellowships 
  • Assist the Pre-College Academic Affairs Coordinator and MAP Administrative Manager in hiring, scheduling, and approving timecards for work-study Office Assistants, Audition Monitors, and Admissions/Audition assistants 
  • Assist the MAP Administrative Director and Administrative Manager in onboarding and paying MAP Fellows and CLIMB Fellows 
• Schedule and coordinate personnel for recruitment initiatives and special events 
  • Schedule recruitment events such as school visits and partner program lessons 
  • Coordinate faculty participation in above events 
• Coordinate with division hospitality  
  • Book and confirm accommodations for guest conductors, artists, and composers 
  • Order catering for division meetings 
  • Maintain an orderly and well-stocked office 

Minimum Requirements:

• 1 year experience in arts administration, financial data entry, and/or accounting
• Excellent written and verbal communication skills, including ability to proofread and draft documents 
• Fluency in Microsoft Office, including Word, Excel, PowerPoint, and