Rehearsal Coordinator - Studio Operations

About the Washington National Opera

In 1956, the sound of opera rang out in DC, heralding the birth of a new company. Four decades and countless artistic leaps later, Washington National Opera continues to move boldly forward on the great adventure that began years ago in a university auditorium. Washington National Opera is now one of the nation's leading opera companies and plays to standing room audiences in the Kennedy Center.

Kennedy Center Mission Statement: As America's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across the United States and around the world, connecting the greatest living artists with audiences of every stripe, no matter their background. We welcome all Americans and creators and visitors from across the globe to discover, experience, learn about, be inspired by, and engage with the arts. 

Why Join Us 

We offer a total rewards package to all full-time employees to include:  

• Staff offers for discount tickets
• Retirement plan with organization matching (after 1 year of employment)
• Qualifying employer for the Public Student Loan Forgiveness Program (PSLF)
• Commuter programs including pre-tax options for discounted parking and SmartBenefits (WMATA)
• Annual Leave, Sick Leave, and Personal Days available immediately upon hire
• 13 paid holidays per year 
• Medical, Dental, and Vision benefits with FSA and HSA options, and paid FMLA

Pay Details 

The Kennedy Center strives to design equitable compensation programs. The projected salary range for this position is $45,000 - $52,000, commensurate with experience, and includes a comprehensive benefits package. This is the targeted range of possible compensation for this role at the time of posting. This range may be modified in the future. Base pay within the range is ultimately determined by a candidate’s skills, expertise, and experience as it relates to the position qualifications and responsibilities. 

Job Description

The Rehearsal Coordinator: Studio Operations works in conjunction with Rehearsal Department Senior Manager in the creation and distribution of the daily schedule, as well as facility staffing schedules. They provide Rehearsal office coverage at the WNO Studio and the Kennedy Center, and interface with directors, conductors, stage managers, and assistant directors daily to ascertain their needs and the logistics of the rehearsal and performance space. 

Coordinates facility needs at the WNO Rehearsal Studio, serves as the primary point of contact for vendors, staff, outside renters, and is responsible for tracking and processing studio-related payments. Serves as the primary point of contact for Production Office Assistants and WNO Studio KC Friends Volunteers, and coordinates their schedules. Responsible for scheduling and coordinating all Piano Tunings at the WNO Studio, and tunings for WNO at the Kennedy Center.  Serves as secondary point of contact for the Chorus, Corps Dancers, Supers, and Youth Chorus; and handles all correspondence for these groups after contract phase. They support other members and functions of the Rehearsal Department as needed, and provide general administrative support. 

Key Responsibilities

Coordinate Studio Operations under the purview of the Senior Manager and Production Director:

• Serve as primary point of contact for WNO Studio with vendors. Coordinate service requests for WNO Studio including, but not limited to, custodial services, HVAC, passenger and freight elevators, security system, vending, etc. Schedule electrician, plumber, and repairman as necessary.
• Perform weekly building inspections for deficiencies
• Coordinate all facility rentals including responding to cold calls, contracting, collecting and processing payment, and serves as primary point of contact for outside renters. Collaborates with Rehearsal Dept team regarding space availability, building schedule, and staffing.
• Responsible for tracking and processing payment of all Studio facility related bills for vendors and utilities. Reports expenditures to Production Operations Manager for budget tracking.
• Responsible for tracking and ordering of supplies, with the approval of the Production Operations Manager. 

Collaborate with the Rehearsal Department team on the following:

• Provide adequate coverage in the Rehearsal office at the WNO Studio and at the Production Office at the Kennedy Center to ensure that there is a staff member physically present at all times during an opera related activity (i.e. rehearsal or performance).
• Assist in ensuring that all artists are accounted for prior to rehearsals and performances.
• Understand and have a general awareness of all scheduled activities on a daily basis.
• Provide a welcoming and friendly environment for guest artists, company members, patrons, and volunteers, and field questions as necessary.
• Provide assistance for guests or unescorted opera patrons and the Kennedy Center at WNO Rehearsal Studio. 
• Works with the Rehearsal Dept and other personnel with implementation of safety protocols and procedures. Maintains communication with all artists and staff regarding new and changing guidelines and protocols.
• Represents Rehearsal Dept at meetings as assigned, including post-rehearsal production meetings, Kennedy Center weekly scheduling meetings.   

Serve as secondary point of contact for the Washington National Opera Chorus and Corps Dancers, Supernumeraries, and Youth Chorus after contract phase by:

• Support Rehearsal Coordinator: Artist Services with large scale auditions, reviewing printed and program materials related to these groups, relaying questions and concerns regarding schedules or payment.
• Help create and review orientation information, policies and procedures, and Guest Artist Passes. Prepare materials such as sign-in sheets, program listings, and other administrative paperwork related to the above groups as needed. 

Responsible for creating/assisting with the following artist schedules and communication: 

• Creating and distributing the daily schedule, in rotation with Senior Manager and  Assistant; Communicating with Artists daily regarding the rehearsal schedule;
• Contacting all principal artists & the maestro the morning of each performance to confirm wellness and call times;
• Making updates to the virtual callboard.
• Maintains calendar, contact information, and artist releases in ArtsVision. 

Coordinates the hiring, supervising, and payroll for the part-time Production Office Assistants (hourly staff who provide studio coverage, child mind, audition assistance, etc). 

• Creates the Production Office Assistant schedule to cover all Front Desk and Child-Minding needs with the assistance of the Rehearsal Coordinator: Artist Services. Works within the budget set by the Production Operations Manager.
• Trains Production Office Assistants and communicates any specific instructions regarding coverage (rental information, personnel lists, run sheets, etc).
• Manages the schedule and communication for KC Friends volunteers assigned to the WNO Studio front desk in collaboration with KC Friends department. Coverage of WNOS front desk as needed. 

Creates and maintains annual piano tuning schedule and logistics at both WNOS and at the Kennedy Center (when WNO is in residence) within the budget set by the Production Operations Manager.

• Schedules tuners and maintenance. 
• Coordinates budget approval for unscheduled tunings or maintenance with Production Operations Manager.  

Other duties as assigned.

Key Qualifications

• 2-4 years’ experience in production within a performing arts organization, including administrative, stage management; with an emphasis on scheduling and/or studio operations.
• Bachelor’s degree or equivalent, OR commensurate experience in a similar capacity at a comparable arts organization
• Work experience and interest/knowledge in opera, classical music, or performing arts encouraged.
• Experience working in facility operations.
• Experience with union contracts a strong plus.
• Experience with computerized information systems and their application, including Microsoft Outlook, Microsoft Office, knowledge of ArtsVision a strong plus.

Additional Information

The noise level in the work environment is low; routine office noise (singing and other artistic noises) can be expected. Open office environment, must be able to focus in the midst of distractions. Must have the ability to work in onstage conditions: to see clearly in low-light situations such as are common backstage and in the theatre.