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Budget & Contract Coordinator
NYFA
Brooklyn, NY, United States
Job Details - this job has expired, please see similar jobs below
Description
Brooklyn Academy of Music (BAM), an internationally recognized presenter of contemporary performing arts and cinema, is looking for our Budget and Contract Coordinator.
The Budget and Contract Coordinator will provide support to the VP & General Manager and Senior GM Budget Manager by ensuring mainstage contract payments and expenses are prepared, processed, tracked, paid, and reported in a timely and accurate manner; by assisting with budget forecasting and data analysis; and by administering the initial contracts and tracking of contractual process.
Essential Duties and Responsibilities
BAM Budgets
•Create and submit Purchase Orders (POs) and track expenses against programming budgets for contract-related payments as well as expenses from GM, Theater Management, Artist Services, Humanities, and Production departments
•Coordinate the preparation of budget closeout reports for designated BAM programming; distribute to Executive Staff and department heads
•Settle final company payments and process company fees, contract payments and other considerations for visiting companies, and process invoices for vendors for BAM programming and productions
•Update expense tracker
•Coordinate due dates for company fees and reimbursements and oversee collection of backup documentation to support company fee payments, as needed
•Confirm visiting company compliance of insurance, Tax ID documentation and other contractual requirements in order to process payments.
•Submit petty cash and expense reimbursement receipt reconciliations; assist with bank runs for checks, petty cash and per diems.
•Assist VP & General Manager and Senior GM Budget Manager with compiling and reviewing data programming budget data and other data as assigned.
•Assist Senior GM Budget Manager in completing final closeout reports for Finance Department in a timely manner.
•Create and submit revenue requests to marketing department and production budget requests to production for BAM Programming under the supervision of the VP & General Manager.
•Under the supervision of the VP & General Manager research past budgets and current expense costs to aide in forecasting budgets for possible main stage engagements.
•BAM Produced Projects
◦Gather contract information, facilitate execution of contracts, and create union coversheets for company
◦Process weekly payroll and benefit payments for members of Actors’ Equity, United Scenic Artists, American Federation of Musicians, etc., including distribution of paychecks to actors and agents commission fees
◦Work with outside General Management representatives to reconcile expenses due to BAM
BAM Contracts
•Administer GM contract log, tracking drafts, addendums, and signature status for all main engagement contracts
•Under supervision of the VP & General Manager, draft deal memos for main stage engagements and send to companies to review as assigned.
•Prepare initial drafts of main engagement contracts for review by VP & General Manager
•Under supervision of the VP & General Manager, send out contracts to company contacts for review/signature, track the status of contracts once they have gone out; and assist in updates and revisions as needed and maintain correspondence with follow-ups.
•Under supervision of the Senior GM Budget Manager ensure compliance with Actors’ Equity requirements for BAM Presented productions, as it pertains to union employment at BAM includes bonding, contracts, benefits contributions, and correspondence supervised by Budget Manager.
•Under supervision of the Senior GM Budget Manager ensure compliance for any rights or royalties BAM may owe, including for ASCAP, BMI, and SESAC supervised by Budget Manager.
•Manage the Ticket Pull Chart communicating ticketing needs between GM/Artist Services and Ticket Services.
•Serve as resource on contract language, taxation, insurance, and independent contractors across BAM departments.
•Manage and facilitate any ancillary contracts related to mainstage contracts (i.e. Rights, Archival Recording, etc.)
•Maintain the mainstage contract template keeping the language in sync with other department contracts as well as up-to-date with current institutional policies.
•Provide assistance to BAM inter-departments looking for budget information and project codes, as well as fielding general BAM financial policy questions
Minimum Qualifications
•2-3 years work experience with writing contractual language as well as creating, interpreting and analyzing Budgets, Cash Flow Statements, Purchase Orders, General Ledger Financial systems, and Payroll systems
•Ability to track and accomplish multiple projects simultaneously and in a timely manner
•Excellent at analyzing financial and budgetary data
•Excellent knowledge of Microsoft Office, with particularly strong skills in Excel
•Ability to effectively communicate financial and contractual information to multiple internal and external parties
•Bachelor’s Degree with a focus in Arts Administration, Finance, or Accounting or equivalent work experience
•Experience with handling cash, understanding credit card reconcilements and other payments
•Knowledge of project management software (Smartsheet and ArtsVision)
Preferred Qualifications
•Interest in working at a performing arts organization
•Excellent attention to detail
•Extremely organized
•Strong administrative and interpersonal skills
•Highly self-sufficient and self-motivated
•Accuracy with numbers
•Ability to quickly accomplish tasks
•Works well under pressure with strong instincts and good judgment
•Patience, thick skin and a great sense of humor
Salary: Commensurate with experience. Comprehensive benefits package including pension.
Application Instructions: must complete an online application through BAM's website - no phone calls, emails or walk ins, please.
See what it's like to work at BAM on Twitter/Instagram: #SceneAtBAM