Associate Director, Education Administration

Since 1891, New York’s Carnegie Hall has set the international standard for excellence in performance, presenting exceptional concerts by the world’s finest artists on its three iconic stages, from orchestral concerts, chamber music, contemporary offerings, and recitals to jazz, world, and popular music. Complementing its performance activities, Carnegie Hall’s Weill Music Institute (WMI) creates extensive music education and social impact programs that annually serve more than 800,000 people worldwide, playing a central role in fulfilling Carnegie Hall’s commitment to making great music accessible to as many people as possible.

This position serves as the Assistant Director of department-wide administrative operations in WMI, including budgets, contracts, artist payments, data, and databases. The position is a key point-person for the entire organization and is responsible for the efficient administrative operation of the department. The Assistant Director is a key representative of WMI in collaborations with the rest of the organization and plays a role in fostering a culture of collaboration, learning, and open communication across the department. Reporting to the Director of Operations, WMI, this position oversees the Education Administration team.

1) Scope of responsibilities:

• Oversee the drafting of all artist contracts for WMI and supervise Associate Manager, Education Administration.
• Collaborate with Finance, Human Resources, and Legal to streamline systems and ensure a successful end-to-end contract process, from first draft to payment. Engage with Legal in the development of contract templates and custom language.
• Manage department-wide budgets, preparing reports for WMI management. Oversee day-to-day budget tracking and payment processing, supervising Coordinator, Education Administration. Coordinate monthly reconciliation process, budget projections, and other financial reporting in collaboration with Finance. Ensure compliance with budget deadlines and guidelines across the department.
• Oversee the department’s use of Tessitura. Coordinate data collection and management practices across the department in collaboration with IT. Develop and update WMI’s data structures as programs evolve and grow. Train all WMI staff in Tessitura and data collection.
• Prepare and review program participation and financial reports for funders, in collaboration with Development.
• Manage the implementation of all online application and registration projects for WMI programs on carnegiehall.org, in collaboration with IT and the WMI program teams.
• Maintain relationship with Acceptd, a third-party application provider, and implement Acceptd applications for relevant programs.
• Facilitate communication across the department through meetings, email updates, and other means.
• Lead training and onboarding in administrative areas for all new WMI staff.

Requirements

Qualifications

2) Special skills required:

• Excellent communication skills and interpersonal skills
• Strong organization skills and ability to manage competing priorities
• Ability to meet deadlines and coordinate activities of a large, active, and fast-paced organization
• Strong background in music, education, and arts administration
• Excellent computer skills, including Microsoft Office
• Experience in ticketing or customer relationship management systems such as Tessitura, and online application systems such as Acceptd
• Commitment to furthering the values of diversity, equity, and inclusion in all aspects of the work

3) Describe essential functions of the position and the percentage of time spent on each:

• 30% Oversee contracting and artist payments
• 30% Manage database operations and application/registration systems
• 15% Manage department budgets
• 15% Supervise administrative team and manage general operation of department
• 10% Liaise with other departments

Carnegie Hall is an equal opportunity employer, committed to diversity and inclusion in the workplace. Decisions concerning employment are made on the basis of an individual’s qualifications to contribute to meeting Carnegie Hall’s needs, and Carnegie Hall is committed not to discriminate against individuals on the basis of race, color, national origin, citizenship, religion, sex (including gender identity, gender expression or status of being transgender), sexual orientation, marital status, familial status, status as a caregiver, status as a victim of domestic violence or sex offenses or stalking, criminal convictions (except where otherwise permitted by law), arrest record, credit history, pregnancy, age, mental or physical disability, veteran or military status, reproductive health decisions, or any other characteristic protected by law.