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Production Coordinator

O

Ordway Center for the Performing Arts

Production Coordinator

St. Paul, MN
Full Time
Paid
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  • Responsibilities

    The Ordway: The Ordway is the arts epicenter of Saint Paul, Minnesota, and one of the leading nonprofit performing arts centers in the country. Founded on the belief that performing arts should be wide-ranging and accessible to all, the Ordway is home to a variety of performances that encompass the finest in Broadway musicals, concerts, dance and vocal artists. Known as the most comfortable place to catch a show in Minnesota, the Ordway includes a magnificent 1,900-seat Music Theater, a state-of-the-art 1,100-seat Concert Hall and spacious lobbies. The Ordway aims to reflect the communities it serves and address barriers to ensure everyone can experience the power of the performing arts.

    Position Purpose: The Production Coordinator will work under the direction of the Director of Production to ensure timely completion of payroll, maintain facility calendar, departmental scheduling, assisting with the show settlement preparation and processing of departmental expenses. This position will work closely with Production Managers, to ensure strong business processes and systems are in place to support the work of the Production Department in alignment with Ordway’s general business needs and practices. This position is required to be in the office.

    Position Details:

    • Posting Date: 10/16/23
    • Closing Date: The Ordway is dedicated to building an equitable environment and strongly encourages applications from Black, Indigenous, People of Color, women, transgender and non-binary candidates. This position will remain open until a diverse and qualified pool of candidates is identified. Applicants from populations underrepresented in the theater field are strongly encouraged to apply.
    • Employee Type: Full-time, hourly
    • Pay: Starting at $21 per hour
    • Department: Production
    • Reports to: Director of Production

    Key Performance Areas:

    • Ensure all payroll is entered into Ordway’s payroll data system, Curtain Time, with all required documentation properly reviewed.
    • Run weekly and final bimonthly payroll logs for House Crew.
    • Advance the business practices and technology that support the production department with the Ordway’s Business Resource Team.
    • Will be a member of the Ordway’s internal EMS power users group to drive the product and organizational process forward.
    • Ensure the Ordway’s scheduling system, EMS, is kept up to date with all required documents attached within the agreed upon timeframes to ensure that events are executed in a smooth and seamless manner.
    • Responsible for department credit card tracking and reconciliation.
    • Ensure all invoices are coded correctly and processed in a timely manner and are accurately reported in the department’s cost center.
    • Assist with on-boarding new union crew, along with Ordway Human Resources.
    • Ensure that House Crew schedules are up to date and posted within the time frame set forth in the IA CBA.
    • Maintain the W2W schedule for Production Staff and building schedule for Engineering.
    • Creating and send to the IA union call steward union call sheets for extra crew.
    • Track required departmental trainings.
    • Work with other operational departments to improve customer service both internally and externally.
    • Picking up, tracking and sorting mail and incoming packages.
    • Place Departmental orders as approved.
    • Serve as a backup, when needed, to cover requested PTO for production staff in the department.

    Other Qualifications:

    • High school diploma or GED required, bachelor’s degree preferred.
      • Three - five years’ experience in backstage work of a theater or performing arts center, stage or production management is preferred.
    • Ability to work evenings and/or weekends as needed.
    • Proven proficiency with Microsoft 365 Office suite. Primarily Excel, Word, Outlook, and Teams.
    • Strong attention to detail.
    • Experience with facility scheduling software, IATSE contracts, and union payroll.
    • High level of confidentiality.
    • Ability to prioritize and manage workload.
    • Strong project management and communication skills.
    • Self-motivated and able to work independently.
    • Solid organizational skills.

    The Ordway requires all employees to adhere to the COVID safety standards set by the artists and tours that perform on our stages. This means that at times Ordway employees may be required to wear masks, to take COVID tests, and possibly, to provide proof of COVID vaccination. The Ordway is an equal opportunity employer and will consider requests for reasonable accommodation for employees and applicants based on disability or sincerely-held religious beliefs.

    To Apply: For more information or to apply, visit Ordway. org/employment.

    Ordway is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, creed, marital status, familial status, public assistance status, age, local human rights commission activity, national origin, and veteran, or disability status. The Ordway Theater and administrative office are wheelchair accessible and service animals are welcomed. All applicants who have questions or needs regarding access accommodations or interpreting assistance for job interviews are encouraged to reach out to Human Resources.

    We know there are great candidates who may not fit into the criteria we’ve outlined here, or who have important skills we haven’t listed. If that’s you, please don’t hesitate to apply anyway and tell us about yourself.