Performing Arts Administrative Support

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Overview

Provides high-level administrative and production support to Professor Jeanine Tesori's academic, artistic, and professional activities. Coordinates schedules, meetings, course and program logistics, events, travel, records, communications, and relationships among Yale departments, students, artists, and external performing arts organizations. The position supports programming that connects Yale's academic environment with the professional performing arts community, particularly in New York City.

• Manage a complex calendar and coordinate meetings, rehearsals, performances, workshops, salons, talkbacks, and other academic or artistic activities across Yale, New York City, and partner locations.

• Provide administrative support for courses and student-facing programming, including maintaining schedules and records, organizing course and event materials, communicating logistics, and directing students to appropriate campus and professional resources.

• Coordinate event and production logistics, including space reservations, artist and participant communications, rehearsal schedules, travel and lodging arrangements, hospitality, program materials, front-of-house needs, and day-of support.

• Serve as a primary administrative liaison among Professor Tesori, Yale departments and professional schools, students, guest artists, external organizations, vendors, and performing arts institutions.

• Support the development and implementation of 'Being in the Practice' and related programming that connects students' academic and artistic work with emerging professional opportunities.

• Compile information and conduct research related to musical theater, performing arts programming, artists, venues, and prospective institutional partners. Prepare summaries, correspondence, schedules, and other materials.

• Maintain organized electronic and paper records, contact lists, production documents, calendars, and program files. Track deadlines and follow up on outstanding items.

• Draft, edit, and distribute routine correspondence, agendas, itineraries, program information, and other communications. Assist with digital content and promotional materials as assigned.

• Process or coordinate routine administrative transactions in accordance with University policies, including travel documentation, reimbursements, purchasing support, and vendor or artist paperwork, as applicable.

• Travel between New Haven and New York City, and occasionally to other locations, to support scheduled academic and artistic activities. Some evening or weekend work may be required based on production and event schedules.

Required Skills and Abilities

1. Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines in a fast-paced environment. Excellent written, verbal, and interpersonal communication skills, with the judgment and professionalism to work effectively with faculty, students, artists, administrators, and external partners.

2. Familiarity with arts administration, artist relations, communications, fundraising, or marketing support. Related experience may include administrative support, arts administration, theatrical or musical production, event coordination, artist services, academic program support, or comparable work.

3. Demonstrated ability to coordinate complex schedules, meetings, events, travel, and administrative details with accuracy and discretion.

4. Proficient in production management tools Asana or Basecamp. Proficiency with Microsoft Office and Google Workspace, with the ability to learn University systems and other project, communication, or production platforms.

5. Ability to work independently, anticipate needs, exercise sound judgment, maintain confidentiality, and adapt to changing production or program priorities. Ability and willingness to travel to New York City and other locations and to work occasional evenings or weekends when required by scheduled activities.

Preferred Skills and Abilities

1. Experience supporting musical theater, opera, performing arts programming, live events, rehearsals, or productions.

2. Experience coordinating artist travel and housing, rehearsal or production schedules, hospitality, program materials, and event-day logistics.

3. Experience working within Yale or another academic institution and collaborating across academic and professional arts settings.

4. Bachelor's degree in the arts, humanities, performance studies, or a related field.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems.  Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.   2. Oversees, instructs, and coordinates activities of support staff.  Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.   3. Provides editorial support for a journal/publication.  Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.   4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.  Assembles and arranges for necessary items.  Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.   5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.  Screens and responds to mail.   6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.  Composes substantive correspondence and written material.   7. Coordinates travel arrangements.  Schedules and coordinates meetings and appointments.  Orders and maintains inventory of supplies.  Takes minutes or dictation.  Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

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Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.