School Logistics Coordinator

San Francisco Ballet - San Francisco, CA3.3

DEPARTMENT: Education and Training

POSITION: School Logistics Coordinator, non-exempt; Oct-2018

REPORTS TO: Director of Education and Training

CLASSIFICATION: Non-Exempt, Regular Full time, Benefited

COMPENSATION: Commensurate with experience

SCHEDULE: Regular office hours, plus occasional weekend and even work commitments



Under supervision and in consultation with the School Director, coordinates the School class schedule, studio assignments, and production/technical needs for all programs, including the school year programs, summer session, Student Showcase performances, and the Trainee Program.


Class schedule development, studio usage, and other scheduling and communication

Master scheduler for the department for all studio usage for all programs
School year
Adult Workshop
Dance Camp
Faculty professional development
Other School programs
Under the direction of the School Director, coordinate day-to-day school class schedule, and Pianist Supervisor for teachers and pianists when conflicts arise.
Tracks faculty away dates and incorporates into calendar/schedules
Tracks guest faculty schedules and incorporates into calendar/schedules
Tracks School Director's meeting schedule
Schedules student-related activities, such as seminars, workshops, meetings, and classes; assures space is set
Schedules annual Winter Demonstration, Level 1, CSP, and other in-house presentations; assures for studio set up as needed
Liaison to the Artistic department regarding scheduling
Coordinates and approves the use of School studios with Artistic and other SFB departments including non-school activities. Coordinates and approves the use of the School Library with other SFB departments, including non-school activities.
Coordinates parent class observations, and assures for studio set up
Daily before classes begin, ensures studios are in order and clean, and barres/AV carts are in place as needed.
Produces bi-weekly payroll spreadsheet (faculty, pianists, guests) for department director based on the weekly schedule
SharePoint designee
Produces department master events calendar; tracks photo, video, volunteer, and set up needs
Together with the School Director, determine video needs for classes and rehearsals and assure that the media or music is available as needed.
Liaison to Production for support for video cart usage. Train staff on using video carts.
Schedules all video and photo shoots
Responsible for School Director's access to the department photo and video archives.
Point person for photo, video, and publications approvals
Schedules interviews for School Director, students, and other staff as needed
Coordinate schedule and details (costumes, student volunteers) for character appearances for Marketing, Development, and Education, including special events
Trainee Program

For the Trainees:
Assembles Trainee Program information packets, agreements, and letters of invitation.
Maintains up-to-date Trainee contact information
Generates and distributes monthly stipend check requests; provides accounting with required IRS documentation for the Trainees; distributes checks. Coordinates reimbursement for purchases of pointe shoes and ballet flats as per Trainee agreement.
Together with School Director and Trainee Assistant, plans, organizes and implements Trainee Program activities such as seminars, workshops, and collaborations.
Trainee performance and presentations
In consultation with the School Director and Trainee Assistant, coordinate in-house performances with SFB Development staff, BRAVO leadership, the Artistic Staff (for Community Matinees), Production team, and others as needed.
Together with the School Director, create the daily class and rehearsal schedule for the Trainee Program. Communicates schedule conflicts of Trainees and students to Artistic and School Director if needed.
Assists with planning Trainee participation in special events, festivals, and competitions, including travel logistics and enrollment/participation requirements.
Together with the Trainee Assistant, produces cast sheets and other printed programs as required. Acts as a liaison between the School and outside venues to provide them with PR materials and photos as required.
Coordinates all the logistics (transportation, site visits, meals, etc) for Trainee activities, performances, and presentations.
Submit monthly report to Artistic, School Director and Director of Education and Training delineating weekly activities and upcoming events.

Assists School Director, répétiteurs, and other staff in the coordination of the Student Showcase.
Produces timely rehearsal schedules and other documents as needed.
Together with the Company Production team, coordinates the technical needs of Showcase;
Develop and disseminate all communications between the School, students, and families regarding the rehearsals and Student Showcase performance schedules. Resolves scheduling conflicts.
Ensures the accuracy of casting for internal purposes; produces the performance programs.
Performs other duties as required or assigned by supervisor


Internal Contacts

All Education and Training department staff; Public Relations and Marketing Dept., Artistic Administration, Facilities Dept., Production Dept., Company dancers

External Contacts

Parents, students and the inquiring public, vendors, other ballet organizations (schools, competitions), venue staff, guest faculty and ballet masters,

Education and Experience

College Degree
3-5 years administrative experience. A focus on administration, communication, computer skills as well as an interest in interacting with children and adolescents is preferred.
Knowledge of the arts and ballet in particular is a plus. Satisfactory FBI and California DOJ background check is required.
Professional/Technical Competencies

Communicates with parents, students, faculty, Trainees, staff and others both verbally, and in writing, in a manner that ensures clear and mutual understanding of information.
Establishes and maintains effective relationships with Department leadership, faculty, staff, students, Trainees, families and volunteers by building rapport, listening and attending to their needs (when appropriate) and being easy to approach.
Demonstrates diplomacy and tact in all interactions as well as the ability to work successfully in a team environment.
Utilizes and maintains up-to-date knowledge of Microsoft Office suite and scheduling software
Utilizes and maintains up-to-date knowledge of video and photo editing and archive software.
Maintains documentation, files and work papers that are readily accessible and understandable by others. Ensures proper use and scheduling of school library.
Prioritizes work to effectively balance multiple assignments and requests and communicates appropriate problems
(ref. 0003)