Even Exchange Dance Theater - Administrative Director
This is a half-time position, averaging 20 hours weekly, however there is flexibility in how the Administrative Director’s time is structured within the week and over the course of 12 months. The person in this position will assist Even Exchange Dance Theater in accomplishing our goals related to community outreach, fiscal responsibility, publicity, and audience development. Specifically, the Administrative Director will be responsible for office management and record keeping, budget preparation and management, development and grant writing, marketing, and booking and organizing company residencies, workshops, and performances.
The Administrative Director will work very closely with Even Exchange Dance Theater company members. He/she will work closely with and report to the Board of Directors, meeting with the Board periodically.
Qualifications:
This person has strong written and oral communication skills, organizational abilities, and facility with software listed below. The culture of Even Exchange is such that this person will need to possess a strong affinity for collaboration and be dedicated to the creative process and to the value of the arts within our society. In addition, this position should demonstrate ability to handle multiple tasks and meet deadlines. Experience in arts administration is preferred.
•Quickbooks accounting software
•Microsoft Office including ease with Microsoft Publisher or other graphic design software
•Ease with online granting systems, banking, and email
Salary: $15,000
GRANTS AND PLANNING
- Meets with company to develop artistic long-range plan and yearly season program.
- Participates with company and board in planning budget and grant requests. Develops potential programming for grant request in collaboration with the company.
- Researches for applicable grants. Reviews grant guidelines and determines feasibility and schedule for application. Writes and edits grants, gathers grant information, and assembles grant packages for submission.
- Reviews grant contractual information, coordinates signature by appropriate board members, and disseminates information, delegates tasks, monitors schedule and milestones to uphold contract requirements.
- Provides reporting as necessary for grant management. Maintains files of grant applications and grant information for designated time.
- Organizes and participates in grant application workshops and interviews.
BUDGETING
- Maintains books for the company, using Quickbooks software to provide acceptable accounting records, including documentation of income deposits, expenditures, reimbursements, and donations.
- Reviews and approves expenditures and reimbursements, authorizes spending in accordance with budgets and Treasurer.
- Works with Treasurer to pay bills, maintain checkbook, keep records as designated by audit and appropriate accounting procedures.
- Handles general business aspects of Even Exchange Dance Theater, Inc. including but not limited to tax information, accounting and audit requirements. Works closely with accountant to coordinate up-to-date tax procedures and accounting principles.
- Responsible for quarterly federal and state tax acknowledgments and yearly 1099s for all company members and guest artists.
OFFICE MAINTENANCE
- Organizes and maintains Company files, record documents, printed material, and artistic accumulation.
- Checks voice mail and responds accordingly, routing information to the proper coordinator as necessary.
- Maintains office in working order, including phone, computer, office supplies, and postage.
- Maintains member list in the database, update addresses, e-mail, phone numbers, etc.
- Attends arts community meetings as EEDT representative.
- Schedules business meetings with the Company or Treasurer/President as needed.
PUBLICITY
- Strategizes and plans with Board of Directors and Company on necessary publicity for season and individual events.
- Gathers artistic language from company for publicity of events, develops schedule for production and review of printed materials.
- Works with graphic design to produce printed material and advertisements, providing written language and insuring appropriate credits are displayed to meet contractual obligations.
- Establishes and maintains publicity contacts with local and regional publications and organizations.
- Maintains photo archive file of electronic and printed photos, available for company and individual artist publicity.
- Develops photo boards and other display for conferences, Cultural Arts Fair, marketing events and grant/fundraising events.
- Designs programs for concert events.
BOOKING
- Attends booking events with company members.
- Coordinates booking of school shows with company members, including establishment of performance dates, number of shows, workshops or length of residency, delegates specific content of performance to company, coordinates logistic of events with directions, lodging, per diem, and contact people.
- Coordinates with company on booking of other events.
- Solicits information from area venues in order to market and establish relationships.
GENERAL
- This position is a non-voting permanent member of the Board of Directors and reports to the Board of Directors.
- Provides information on issues initiated by Board or dancers.
- Attends Board meetings and facilitates their work.
- Responds to prospective members with standard response letter and company policies. Maintains membership file for yearly review.
- Writes guest artist contracts for collaborative company pieces. Keeps file on all guest artist contracts.
- Writes “thank you” notes for donations received.
- Networks for the Company with community organizations and agencies like Raleigh Chamber of Commerce, as well as local businesses.
Please send resume, references, and cover letter to:
Even Exchange Dance Theater
114 St Marys St
Raleigh NC 27605
Contact Julie at (919) 828-2377 or eedt@bellsouth.net for further information.