Arts Administration InternAt — Choral Arts Initiative

Arts Administration Intern (Spring 2024 Term)

Position: Arts Administration Intern

Reports To: Operations Coordinator

Status: Part Time, Entry Level 

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

Internship Term: January 22 - May 24, 2024

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

Job Highlight:

When you join Choral Arts Initiative as an Arts Administration Intern, you will learn various aspects of arts administration and best practices. Initially, the position will be primarily focused on social media content. 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. 

Detailed Position Summary: 

Choral Arts Initiative seeks a highly dedicated  individual to serve as its Arts Administration Intern. Under the guidance of the Operations Coordinator, 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 may include creating and maintaining social media content, 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. 

Primary Responsibilities

Provide Artistic Operations Support:

• Maintain accurate and up-to-date records of choral artist information.
• Maintain accurate records of Choral Artist attendance, calculate stipend amounts, and submit them to the Operations Coordinator.
• 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:

• Capture, create, and post content for social media platforms (Facebook, Instagram, Tiktok, LinkedIn).
• Analyze data from social media posts to optimize post performance.
• Create and maintain email campaigns to clientele.
• Manage organization email account, and respond to any inquiries within 48 hours.
• 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 Operations Coordinator.
• 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 Qualification & Skills:

• Interest and passion for performing arts, particularly arts administration.
• A bachelor’s degree in progress in arts administration, business, communications, 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.
• Familiarity with social media apps such as Facebook, Instagram, and Tiktok.
• Artistic vision in regards to filming social media content.
• Excellent communication, organization, and leadership skills. 
• Creative problem-solving skills.
• Collaborative and team-oriented.
• Willingness to learn, adapt, and grow.

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 submitted:

• 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 Operations Coordinator, Executive Director, and at least one member from the Board of Directors.

About Choral Arts Initiative 

Mission: Inspired by the call to champion new music, Choral Arts Initiative works in partnership with composers and the community to illuminate emerging choral music, and to inspire musical creativity.  

Vision: Our vision is to be a world-class destination for new choral music for composers, singers, and audience. 

Choral Arts Initiative is a non-profit 501(c)(3) choral organization comprised of some of the most talented and passionate musicians in the Southern California region.  Widely recognized as a champion of new music, Choral Arts Initiative has been praised as \\gracefully lyrical\\ (Voice of OC), hailed as one of Orange County’s \\Best Choirs\\ (CBS News, Los Angeles), and noted for its \\sublime\\ and \\triumphant\\ performances (Textura).  Winner of the American Prize in Choral Performance, recipient of the ASCAP/Chorus America Award for Adventurous Programming, and Winner of the San Francisco Classical Voice Audience Choice Awards for Best New Music Performance, Choral Arts Initiative continues its commitment to musical innovation and excellence.  Their inaugural album, \\How to Go On: The Choral Works of Dale Trumbore,\\ ranked #6 on the Billboard Charts (Traditional Classical Albums), and #4 Best Seller on iTunes Classical Charts.  Their second album, \\From Wilderness: A Meditation on the Pacific Crest Trail\\ charted for three consecutive weeks on Billboard and was the #1 Best Seller on Amazon and iTunes.  Their passion for new music has led to the commission of nineteen compositions and the premiere of over eighty works.

Tasks:

Primary Responsibilities

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 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.
Creative problem-solving skills.
Collaborative and team-oriented.
Willingness to learn, adapt, and grow.

Training:

The Intern would have an initial onboarding experience with the Operations Coordinator, Executive Director, Artistic Director, and other key staff.

Initial training will include an overview of the various productivity tools used to help the organization run effectively: Asana, Slack, Airtable, DocuSign, etc.

There will be weekly check ins with the Operations Coordinator as well as monthly check ins with the Executive Director.

The Operations Coordinator and Intern will have very frequent interactions where feedback, training, and questions/answers can be addressed. We also have a zero-hierarchy policy with our communications. The Intern could directly message anyone with any questions via Slack.

The intern will gradually be provided with more autonomy and independence as training increases. However, feedback will always be offered weekly by the Operations Coordinator.

Learning Outcome:

1. Understand the various aspects of leading a successful nonprofit arts organization.
2. Plan, coordinate, and organize events (e.g. performances, fundraising events, etc.)
3. Communicate effectively with various intern an external stakeholders.
4. Describe the artistic and administrative functions within the arts administration profession.