The Juilliard School
Program Operations Coordinator, Preparatory Division
The Juilliard School, New York, New York, us, 10261
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 JuilliardFounded 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 facultyProcess 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 ticketsAssist in determining financial aid awards for Pre-College students; submit information to Student Accounts and Bursar; share information with DevelopmentResolve 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 teamReview 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 assistantsAssist 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 lessonsCoordinate faculty participation in above events
Coordinate with division hospitality
Book and confirm accommodations for guest conductors, artists, and composersOrder catering for division meetingsMaintain an orderly and well-stocked office
Minimum Requirements:1 year experience in arts administration, financial data entry, and/or accountingExcellent written and verbal communication skills, including ability to proofread and draft documentsFluency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook; willingness and aptitude for learning new programsProficiency with project management software, including AirTable and NotionAttitude of flexibility and collaboration; ability to work effectively as a member of a teamDemonstrated ability to work with confidential information and diverse populationsExceptional organizational skills and eye for detail; ability to prioritize and effectively multi-taskStrong interpersonal skills and sensitivity to the many needs of a fast-paced educational and performing arts communityA commitment to exceptional qualityPreferred Background:Bachelor’s degreeExperience with Oracle-based data management systemsAccounting and budget managementPlease note that submission of a cover letter is a requirement of all applicants in order to be considered for this role. Application review will begin on December 16, 2024.Nondiscrimination Policy:The Juilliard School is committed to a policy of equal treatment and opportunity in every aspect of its relations with its faculty, staff, students, and other members of the Juilliard community, and does not discriminate on the basis of actual or perceived race, color, religion, creed, age, sex, national origin, alienage, ancestry, citizenship, sexual orientation or preference, gender identity, physical or mental disability, medical condition, predisposing genetic characteristics, marital status, partnership status, or any other basis prohibited by applicable local, state, or federal law. This nondiscrimination policy covers, but is not limited to, recruitment, hiring, training, benefits, rates of pay and other forms of compensation as well as student admission, access, and treatment in school programs and activities.
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 facultyProcess 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 ticketsAssist in determining financial aid awards for Pre-College students; submit information to Student Accounts and Bursar; share information with DevelopmentResolve 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 teamReview 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 assistantsAssist 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 lessonsCoordinate faculty participation in above events
Coordinate with division hospitality
Book and confirm accommodations for guest conductors, artists, and composersOrder catering for division meetingsMaintain an orderly and well-stocked office
Minimum Requirements:1 year experience in arts administration, financial data entry, and/or accountingExcellent written and verbal communication skills, including ability to proofread and draft documentsFluency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook; willingness and aptitude for learning new programsProficiency with project management software, including AirTable and NotionAttitude of flexibility and collaboration; ability to work effectively as a member of a teamDemonstrated ability to work with confidential information and diverse populationsExceptional organizational skills and eye for detail; ability to prioritize and effectively multi-taskStrong interpersonal skills and sensitivity to the many needs of a fast-paced educational and performing arts communityA commitment to exceptional qualityPreferred Background:Bachelor’s degreeExperience with Oracle-based data management systemsAccounting and budget managementPlease note that submission of a cover letter is a requirement of all applicants in order to be considered for this role. Application review will begin on December 16, 2024.Nondiscrimination Policy:The Juilliard School is committed to a policy of equal treatment and opportunity in every aspect of its relations with its faculty, staff, students, and other members of the Juilliard community, and does not discriminate on the basis of actual or perceived race, color, religion, creed, age, sex, national origin, alienage, ancestry, citizenship, sexual orientation or preference, gender identity, physical or mental disability, medical condition, predisposing genetic characteristics, marital status, partnership status, or any other basis prohibited by applicable local, state, or federal law. This nondiscrimination policy covers, but is not limited to, recruitment, hiring, training, benefits, rates of pay and other forms of compensation as well as student admission, access, and treatment in school programs and activities.