Wednesday, August 14, 2019

Dance/NYC 2020 Symposium Coordinator

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Dance/NYC Symposium Coordinator

Reports to- Manager of Justice, Equity and Inclusion Initiatives
Supervises- Volunteers, Production Crew
Coordinates with- Independent contractors, Vendors, and Sponsors
Status- Temporary, Part-time, effective immediately,

September 16, 2019-April 15, 2020, 20 hours per week, with additional hours on week of event (March 16-22, 2020)

Dance/NYC’s mission is to promote the knowledge, appreciation, practice, and performance of dance in the metropolitan New York City area. It embeds values of equity and inclusion into all aspects of the organization. It works in alliance with Dance/USA, the national service organization for professional dance. It seeks a Symposium Coordinator who will be responsible for, and exercise discretion and independent judgment regarding, all aspects of implementing and execution of Dance/NYC's yearly Symposium.

The Dance/NYC Symposium is the only gathering of its kind for the dance community in the metropolitan New York City area. It aims to share information and innovation and to stimulate awareness, interest, and ongoing engagement in dance. The 2020 Symposium will be hosted campus style at Hunter College on March 20-21 and will make us use of multiple studios for simultaneous panel discussions, case studies, interactive workshops, a networking lunch, and more.

Essential Functions, Duties and Responsibilities-

Reporting to the Manager of Justice, Equity and Inclusion Initiatives and working with the Programs Assistant, Communications Contractor, and Communications Assistant, execute all Symposium-specific responsibilities which include:

Strategy (20%):

  • Develop replicable event tools, schedules, workflows and budget plans.
  • Embed accessibility and inclusion into every aspect of event planning and management (i.e. vender relations, tech gear rental, catering, floorplan, volunteer training, etc).

Production (50%):

  • Establish and maintain a positive, professional relationship with venue presenters through effective, accurate, timely, and reliable communication and action.
  • Supervise the running of the event (i.e. wayfinding, signage, etc); stage management day of the event (i.e. load-in, event registration, A/V device setup, contingency plans, etc) and production and staff crews.
  • Work effectively with all vendors, including catering, multimedia, security, and volunteers; communicate frequently.
  • Assist in maintaining RSVP and ticketing records, and gather attendee feedback through post event survey.

Volunteer Management (15%):

  • Manage the recruitment and training of volunteers, including but not limited to: placing and tracking online recruitment, providing training for different types of volunteers (i.e. month-of, week-of, day-of).
  • Designate specific roles to volunteers; overseeing and troubleshooting during the event.

General Administration (15%)

  • Work collaboratively with Programs Team to execute on additional administrative tasks and support organizational priorities and as they arise.


The ideal candidate will have relevant prior event management, public speaking, solid grammar; writing and proofreading skills, customer service, and facilitation experience. They will be focused, data-driven, strategy minded, and thrive in fast-paced startup environments. They will be methodical, with excellent planning and time management skills, and able to advance multiple projects simultaneously while meeting deadlines. They will have expertise in event planning, production, and technical production. They will be current on and comfortably engage with emerging technologies, and demonstrate a commitment to technology solutions in the social enterprise space. They will be comfortable working with Microsoft Office Suite, Google Apps, and Adobe Acrobat, and have an aptitude for working with online and mobile applications (i.e. Eventbrite, NeonCRM, SurveyMonkey, Surveygizmo, etc). Previous work experience with a wide range of audience and people with disabilities are highly preferred.

Compensation- $20 per hour, paid semi-monthly.

Location- The Dance/NYC offices are located on the Garden Floor (ground floor) of the Mertz Gilmore Foundation in the Union Square area. Access to the Garden Floor entrance includes a two-step descent. A lift to the entrance will be available in the coming months. An accessible bathroom is available onsite. Elevators are not available in the building.

To apply, please send a cover letter, resume, three references and at least three work samples (i.e. Run of show, production schedules, work flows, vendor/production communications, etc.) by email to Sarah Billings Wheeler at The position is open until filled, but preference will be given to those candidates who apply on or before September 26, 2019. This is a part-time, temporary position and applicants must be able to commit to the time frame specified in the posting.

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