Pre-Professional Division Manager
Location: Saint Louis, MO
Category: Artistic Team
Type: Full-time
Min. Experience: Some Experience
Salary: $50,000 - $55,000
Position Summary:
The Pre-Professional Division (PPD) Manager, reporting directly to the Sr. Artistic Director, is directly responsible for the overall coordination and management of the Pre-Professional Division (PPD). This position is responsible for managing all processes, documentation, student agreements and communications related to the audition, adjudication, selection, and development of PPD students across all disciplines. The PPD Manager works with programmatic team members to help evolve existing practices and procedures as COCA’s Pre-Professional Division expands.
Pre-Professional Division Duties:
Work in collaboration with the Artistic Directors to prepare, distribute and communicate timeline for the year including rehearsal, tech, performance, secondary education, and college schedules.
Communicate with Rehearsal Assistants and facilitate scheduling for yearly PPD rehearsals, warm-up classes, and tech/dress rehearsals.
Develop strong working relationships with the parent(s)/guardian(s) to understand the needs of the student and family overall better.
Manage all PPD student communications and advisory processes. Facilitate Registration Day for all PPD students.
Schedule, communicate and deliver support services (tickets, master classes, tutoring, evaluation, college panel discussions, etc.) for efficiency and clarity of responsibilities for students & families.
Track registrations and attendance to ensure all students comply with contract requirements across all disciplines.
Work with Artistic Director(s) to prepare, distribute and communicate rehearsal schedules, tech schedules and performances schedules to performing PPD students and parents, as well as internally at COCA.
Directly supervise the Transportation Specialist and the seasonal Homeroom Monitor.
Maintain details of the support services budget and code all expenses accordingly.
In collaboration with the Artistic and Education Teams, recruit for the program and build school relationships.
Manage the relationship and scheduling with America Reads (Washington University) tutoring program.
Manage the relationship and scheduling with Food partnership.
Manage the National Honors Society for qualified students.
Manage ongoing data, including but not limited to:
Maintain all student biographical data.
Track demographic details to submit to Development for development purposes.
Manage programmatic evaluations and data in partnership with the Development team.
Track student seniors and provide profile information to the Director of Alumni & Donor Relations.
Create the route(s) for both the COCA Bus Pick-up and drop-offs, including adjustments during residencies, placement classes, auditions and fieldtrips year-round.
Communicate with the student’s respective school administrators regarding pick-up students or any cancellation of bus services. Facilitate communications regularly with the Artistic Team, Patron Services, Transportation Specialist and Registration regarding bus cancellations.
Maintain master calendar and notify families of days without transportation based off school calendars: days off, PD days, half days, weather cancelations, etc.
Plan the company audition with the Artistic Directors including, but not limited to, securing adjudicators, guest teacher & accompanists.
Support the execution of the planning process and weekend events for all Intensive Programs.
Support the execution of the planning process, staffing and scheduling of any programmatic showcase.
Prepare and host the Annual Kick-Off and End of Year parties.
Communicate and engage with the Marketing team regarding all key events and programs.
Participate in community education opportunities about COCA programming internally and externally.
Work with Marketing Department on marketing efforts for the PPD Program.
Be backup for the Transportation Specialist and seasonal Homeroom Monitors, as needed.
Develop and implement scheduled check-ins with PPD students and families to ensure desired outcomes are met.
Other duties as assigned.
Education/Qualifications and Skill Specifications:
Bachelor’s degree in arts administration or similar required.
Class E license is required for this position. COCA will cover any associated costs with obtaining the Class E certification. Licensure should be obtained within ninety (90) days of starting position.
Three (3) to four (4) years of professional training in administration, student support or customer service preferred.
Commitment to COCA’s Mission to enrich lives and build community through the arts.
Strong pledge to COCA’s Diversity, Equity, and Inclusion Commitment.
Experience with education or development with arts, youth development programs, in school and after-school settings is a plus.
Experience with Vermont Systems or RemindApp is a plus.
Competencies:
Organizational Support – follows policies and procedures; completes administrative tasks correctly and on time; supports organizations goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
Customer Service – manages difficult or emotional customer situations responds promptly to customer needs solicits customer feedback to improve service resounds to requests for service and assistance; meets commitments.
Oral Communication – speaks clearly and persuasively in positive or negative situations; listens and gets clarification, responds well to questions, demonstrates group presentation skills, participates in meetings.
Ethics – Treats people with respect, keeps commitments, inspires the trust of others, works with integrity and ethically, upholds organization values.
Physical Demands & Work Environment:
This position frequently communicates with parents/guardians, students, and schools. Must be able to exchange accurate information in these situations.
This position needs to move about the facility to access classrooms and conference rooms.
Can position self to move in a stooping, kneeling, crouching way for various classroom needs.
Must have the ability to frequently move up to 25 pounds for various classroom and event needs.
This position may be required to work nights and weekends, dependent upon the PPD calendar. This position is eligible for remote work, subject to COCA’s Remote & Hybrid work policy.
COCA is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions at COCA are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. COCA is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity, and nondiscrimination policy in all aspects of employment. COCA complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact hr@cocastl.org.
