Arts Administration Internship

Position: Arts Administration Intern

Reports To: Managing Director

Status: Part Time, Entry Level

Work Location: Hybrid (60% remote; 40% on site)

Internship Term: May 30 - August 4, 2023

Estimated Hours/Units: Approximately 120 hours over the course of the term; 3 units

Position Highlight

When you join Choral Arts Initiative as an Arts Administration Intern, you will learn various aspects of arts administration and best practices. Over time, your level of responsibility will increase to take on some responsibility for the administrative functions of the organization. This may include contract management, facilitating communication between various internal and external stakeholders, and performing other general administrative tasks for the organization. You must have the ability to work independently and collaboratively with the Choral Arts Initiative staff to meet the goals of the organization. Throughout your internship, you will have regular trainings and mentoring sessions with organization leaders.

Position Description

Choral Arts Initiative seeks a highly dedicated individual to serve as its Arts Administration Intern. Under the guidance of the Managing Director, the Arts Administration Intern will manage communications across the organization. The Arts Administration Intern must possess excellent communication and organization skills, and must be willing to work independently. The Arts Administration Intern is approximately 60% remote; each candidate must be comfortable working from home, while communicating progress. This work will include managing choral artist rosters, maintaining Choral Artist contract information, overseeing contract submission, and keeping records of all potential Choral Artist candidates. The Arts Administration Intern is also responsible for coordinating all box office and front-of-house operations during performances and events, and providing support during auditions. The Arts Administration Intern is required to be present at all Choral Arts Initiative performances, special events, and programs unless otherwise directed.

Representative Duties

Provide Artistic Operations Support:

Coordinate contract offers and manage rosters for each season, including Choral Artists, Choral Arts Initiative staff, and summer faculty.
Maintain accurate and up-to-date records of choral artist information.
Facilitate communication between Artistic Director and choral artists.
Maintain accurate records of Choral Artist attendance, calculate stipend amounts, and submit them to the Managing Director.
Manage all box office and front-of-house operations during concerts and performances.
Coordinate and manage volunteers during concerts, performances, and throughout the Premiere Project Festival.
Serve as a production assistant for various events such as performances, recording sessions, festivals, and community events.
Facilitate communication with prospective Choral Artists and maintain records of all audition requests/interest forms.

During rehearsals:

In the hour or so before rehearsal, you must be available (usually by phone) to communicate any Choral Artist delays to the Artistic Director (or the Assistant Conductor) in a timely manner.
Capture video and audio content during rehearsals and performances for social media, advertising, marketing, and asset archives.

Provide Administrative Support:

Manage organization email account, and respond to any inquiries within 48 hours.
Draft, review, and distribute basic contracts in coordination with the Managing Director.
Serve as point of contact for external hired talent such as instrumentalists, photographers, and sound engineers.
Maintain and update our donor management and ticketing databases, including updates to contact information, attendance trends, etc.
Assist with event planning and project management in coordination with the Managing Director.
Attend all Choral Arts Initiative performances, special events, and programs as needed.
Weekly mentoring sessions with various leaders within the organization.
Other duties and responsibilities as assigned.

Desired Qualifications

Desired Qualification & Skills:

Interest and passion for performing arts, particularly arts administration.
A bachelor’s degree in progress in arts administration, business, or any performing arts discipline.
Familiarity with Windows and Mac operating systems. Must be proficient in Microsoft Word, Excel, and Google Suite.
Familiarity with productivity apps such as Asana, Airtable, and Slack.
Excellent communication, organization, and leadership skills.

Application Process

Choral Arts Initiative is committed to cultivating a vibrant and diverse community. No applicant meets 100% of the job description criteria. If you believe you meet most of the criteria, you are encouraged to apply.

To be eligible for an internship, you must be enrolled in a higher education institution that confers academic credit. Verification of enrollment will be required to be eligible for the internship. While this is an unpaid internship, mileage reimbursement will be provided. Additionally, any equipment or necessary expenses to perform job duties will be provided by the organization at no cost to the intern.

To be considered, the following materials must be received no later than April 30, 2023:

A current resume.
A cover letter detailing your interest in arts administration.
A completed online job application.

Selected candidates will be invited to an interview with the Managing Director, Executive Director, and at least one member from the Board of Directors.