Production Coordinator, Performing Arts for Everyone

Washington DC
Oct 29, 2018
Dec 20, 2018
Other, Security
Full Time

The Production Coordinator, Performing Arts for Everyone (PAFE) is responsible for advancing production and the day-of execution for the majority of Millennium Stage (MS) performances. This position also works with the Production Manager to produce community engagement initiatives and events by coordinating production information between the appropriate departments, and is present on the day-of to assist with all load-in and performance responsibilities.

Duties and Responsibilities:

50% Works directly with the Production Manager in PAFE to advance all Millennium Stage production details to relevant departments in the building.

  • Receives the technical forms, stage plot, and backline requests from the artists and passes this information along to the Production department. For larger shows with complicated set ups, he/she will be in direct contact with the artist to review details. As necessary, drafts stage plots, input lists, and other technical documents for the artists to distribute to other staff and crew.
  • Responsible for creating performance “dailies,” keeping them up to date and circulating the report to all relevant departments. Works directly with the staff of the Production department and Multimedia department managers, attending a weekly meeting to discuss chair schedules, crew requirements and schedules, webcast logistics, production needs, and accessibility issues.
  • Coordinates production schedule with staff schedule through maintenance of departmental calendar.
  • Determines needs for backline and other technical and production equipment in collaboration with the Production Manager, to include KC equipment and outside vendor rentals and purchases. Coordinates the acquisition and logistics planning of said items with Production department reps.
  • When necessary, prepares purchase orders and processes payments with Finance for MS production equipment rentals and purchases such as backline, audio, lighting, video and projection equipment.
  • Determines when piano tunings are needed, including multiple tunings, tuner on-call etc., and schedules accordingly.
  • Determines needs for artist load in and vehicle parking, making special arrangements with Kennedy Center Security, when necessary.
  • Coordinates arrival and departure time with the Program Coordinator and contacts the artists approximately two weeks in advance of the scheduled performance to update them on the show schedule, including arrival time, where they go upon arrival, sound check and show time.
  • If the artist needs a rehearsal space, arranges with the Production department for a space to be available and provides artist with logistical details. When necessary, coordinates with Theater Managers and Special Events to arrange for use of spaces within their purview as dressing and holding spaces.
  • Creates and maintains a chair set up and strike schedule and emails it in advance to all relevant KC departments as well as posts in the MS booth for ushers, web team and stagehands.
  • Receives the completed merchandise form from the artist and passes this information on to Artist Liaison volunteers, maintaining a monthly schedule of artists bringing merchandise for sale. Collects whatever merchandise the artist has agreed to sell, bring it to the area where it will be sold and coordinates with Artist Liaison volunteers.
  • Meets with Accessibility regarding all house management accessibility needs for the MS and if additional accessibility seating needs to be arranged.

30% Assists the Production Manager with producing community engagement initiatives and events.

  • Lead production coordination for complex engagements as appropriate, when departmental project planning timelines overlap.
  • Supports the Production Manager in obtaining production details, drafting relevant technical sheets for crews, and creating crew schedules.
  • Attends production and logistics meetings and walk-throughs.
  • Present for load-in, tech, performance, and strike on tech and performance days.
  • Sends all pertinent day-of information to artists including schedules and logistics.

10% Serves as Stage Manager and Theater Manager for MS performances and as the main contact for the artists once they arrive at the MS.

  • Coordinates with the Head Usher and staff to deliver MS programs, inserts and any special program stuffers and informs the usher staff of any anticipated special guests, reserved seat requests, large groups and accessibility patrons, and anticipated audience overflow, working with the usher staff to ensure that the house opens at 5:30 pm for the 6:00 pm performance when necessary.
  • When necessary, prepares and submits special Usher Requests for PAFE events that are not held at 6pm. Notifies Usher Services in advance of needs for extra ushers and unusual performance schedules.
  • Following all MS shows, contacts housekeeping for any required backstage cleaning and generates a house report, which covers audience demographics, production and house issues, start and end time, and on site staff. This report is sent out daily to various staff members in PAFE, Production, and other KC departments.
  • Responsible for weekly schedule and daily performance signs and put them up in each MS kiosk and keeps kiosk stocked with monthly calendars.
  • Trains and mentors PAFE Intern on how to interact with artists and run MS performances.

10% Supports Program Manager in budget tracking and preparations for reallocations as necessary:

  • In coordination with Production Manager, projects production expenses
  • Reviews production labor settlements and vendor invoices.
  • Coordinates reconciliation of production budget with Program Manager
  • Tracks production-related spending.


  • Three to five years' experience in stage management and production.

Minimum Skills and/or Knowledge Required:

  • Demonstrated strength in customer service.
  • Understanding of union rules for performing arts.
  • Adept knowledge of Microsoft Word and Excel.

Physical Demands

While performing the duties of this job, the employee is regularly required to communicate in person and on the telephone. The employee is frequently required to use hands to finger, handle, or feel in order to operate computer keyboard, office equipment, and other essential tasks. The employee is frequently required to sit, stand, walk, bend, stoop, crouch, and reach with hands and arms. This position infrequently lifts, carries, or otherwise moves and positions objects weighing up to 25 pounds.

Work Environment

The noise level in the work environment is occasionally loud, based on performance elements.

Travel is not required on rare occasions when working off-site with artistic community partners.

The John F. Kennedy Center for the Performing Arts is a world premier performing arts organization and our nation's cultural center. Diversity is a critical component of our mission, vision, and values. Our staff exhibits a wide variety of perspectives and experiences which enable us to foster and strengthen an environment of diversity and inclusion. We offer a comprehensive range of benefits including medical, dental and vision insurance, paid vacation and sick leave, and a 403(b) retirement plan.

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