Colburn
Residential Advisor & Production Associate
Colburn, Los Angeles, California, United States, 90079
SUMMARY OF POSITION:
The Residential Advisor & Production Associate must live on campus in the Residence Hall at The Colburn School (a one-bedroom apartment is provided as a non-taxable benefit) and must not hold a second job outside of Colburn. This is a year-round, full-time position which also supports an active schedule of summer conferences, festivals, and programs.
This role is ideal for someone early in their career who is eager to gain broad exposure to multiple facets of arts administration-including but not limited to community engagement, career development, student affairs, operations, admissions, production, and special programming.
Duties and Responsibilities:
include the following. Please note the responsibilities for summer programs are similar, but not the same as the responsibilities and tasks during the academic year.
Residence Life (Approx. 50%):
As a Residential Advisor ("RA"), the individual will live on campus and help oversee a residential community of approximately 160 student musicians and dancers, ranging from high school to graduate school. The RA plays a key role in fostering a safe, respectful, and inclusive living environment that supports students' artistic, academic, and personal development. Through supervision and community-building efforts, the RA helps create a supportive home for Conservatory (college) and Academy (pre-college) students pursuing intensive training in music and dance.
Facilitates the development of a community that is welcoming and accepting of people of all races and ethnicities, abilities, ages, genders, national origins, religions, and sexual orientations and identities, and other legally protected groups. Provide residential supervision and oversight for students. Execute administrative and on-call responsibilities, which include days, evenings, weekends, and holidays. Administrative and on-call tasks will be assigned each week depending upon the season and needs of the department. Create, promote, and attend both community building and educational programming for the Conservatory and Academy. Provide supervision for student activities both on and off campus and participate in events as appropriate. Provide care and supervision for a variety of direct student support services for students under 18 (i.e. medical appointments, off campus physical therapy appointments.) Crisis Intervention/ On-Call Rotation/ Student Conduct:
Participate in the on-call rotation on weekdays, nights, weekends, and holidays. When on-call, maintain a 10-min response time. Perform bed-checks for Academy students. Follow protocol when responding to incidents and in a timely manner. Maintain awareness of safety and emergency procedures and respond to emergency/safety situations. Support the enforcement of residential policies. Provide appropriate and timely follow up to incidents, and submit thorough incident reports in a timely manner. Facility Management:
Manage room condition reports during move in and move out. Conduct building walk through inspections during move in, move out, and breaks. Submit work orders in a timely manner. Work with facilities staff to resolve maintenance issues. Staff Representation and Trainings:
The RA is expected to attend and actively participate in all trainings, meetings, and orientations for the position each year. Attend one-on-one meetings with manager. Attend all-departmental, cross-departmental, and school-wide meetings, sessions, and workshops, as required. Attend minimum of one student performance each month. Assist in safety drills and training. Perform other duties as assigned. Production Associate (Approx. 50%):
The Production Associate ("PA") is responsible for assisting with the day-to-day administrative functions and ensuring smooth operations related to event scheduling, coordination, and customer service. This role supports in managing external and internal events, maintaining accurate records, and providing a seamless experience for clients. The PA will also collaborate with various internal departments to ensure timely communication and efficient event planning and execution.
Administrative Support:
Assist in managing external and internal client communication and event bookings, ensuring that all necessary paperwork (contracts, invoices, etc.) is completed in a timely manner. Maintain and update client files, customer contact information, and internal schedules. Assist in the preparation and distribution of event orders, BEOs, and proposals to both internal and external clients. Prepare reports and assist in tracking KPIs for event sales, staffing, and overall event coordination. Provide logistical support for event setup and breakdown, ensuring all resources and staffing needs are communicated to the appropriate departments. Sales and Marketing Support:
Aid in updating and maintaining the relevant web pages on the Colburn website, including event listings and facility photos. Assist in the creation of marketing materials, proposals, and other client-facing documentation. Help coordinate promotional efforts for campus rental opportunities and hospitality services. Support the sales process by helping to schedule tours and follow up with potential external clients. Scheduling and Coordination:
Provide administrative support for event scheduling in ASIMUT, Colburn's venue management software. Assist with the coordination of internal and external events by ensuring that all event requirements are recorded and communicated to the appropriate departments. Help manage the calendar of events to ensure that venue space is appropriately allocated and that scheduling conflicts are avoided. Assist with coordinating the staffing of events, including liaising with relevant departments to secure necessary personnel (e.g., security, audio/visual support, stage management). Vendor and Client Relations:
Assist in building and maintaining relationships with external vendors, including caterers and rental companies. Serve as a secondary point of contact for client inquiries and concerns, ensuring a high level of customer service is maintained. Assist in preparing and filing all necessary documentation for events, including vendor agreements, invoices, and permits. Event Support:
Assist in organizing internal events for the school, including coordinating RSVPs, catering needs, and decoration themes. Provide on-site event support, ensuring that all event logistics are executed according to plan. Attend key internal and external events to assist with setup and provide administrative assistance as needed. General Administration:
Provide general administrative support for managing correspondence, scheduling meetings, and maintaining office supplies. Serve as backup support for the Production Coordinator when needed, particularly in handling internal space reservations. Perform other duties as assigned. REQUIREMENTS : The requirements listed below are representative of the knowledge, skill, and/or ability required.
A bachelor's degree in Music, Dance, or Arts Management is preferred but not required. Combined experience/education may be substituted for minimum education. Some prior residence life and administrative experience supporting a fast-paced environment and/or event logistics desirable. Experience performing administrative office functions in a fast-paced environment. Flexible, proactive, and eager to learn new systems and workflows. Ability to adapt to changing assignments and work with a wide range of departments. Establish and maintain effective working relationships with faculty, staff, and the general public. Demonstrated ability to work independently and must be able to work a very flexible schedule including evenings, weekends, and holidays. Must maintain appropriate levels of confidentiality of information. Excellent organizational, communication, and interpersonal skills, as well as ability to work closely with a team. Must be able to maintain professional boundaries whenever dealing with students and representing the School, including adhering to policies outlined in the Staff Handbook and compliance with the School's Non-Fraternization Policy. Demonstrates integrity, possesses high emotional intelligence and interpersonal savvy. Ability to adhere to budget for projects and events. Proficiency with Word, Excel, PowerPoint, Outlook, Teams, OneDrive, and Zoom. Experience with CRM and venue management software (e.g., ASIMUT) is a plus. Ability to function under pressure in crisis or emergency situations. CPR/AED certification (may become certified after being hired).
PHYSICAL:
Position requires seated work, standing work, moving equipment, computer work, and customer service contact via phone and in person. Must be able to ascend and descend multiple flights of stairs without assistance to support students and other residents in emergency situations. The position requires the ability to see and hear, and carry objects up to 25 pounds, reach with arms, crawl, hear, and speak. Must be able to feel and use hands to type and grasp objects with fingers.
EMOTIONAL:
Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups of individuals from diverse backgrounds on a regular, on-going basis; ability to concentrate on detailed tasks for extended periods of time and/or intermittently while attending to other responsibilities; ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities.
WORKING CONDITIONS:
Work is performed in a mixture of an indoor office setting with extended periods at a computer and active, across campus and outdoor activity, with frequent contact and interruptions by individuals in person or by phone. The work environment may include backstage of concert halls, dance studios, rehearsal halls, and outdoor events. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
Compensation and Benefits:
This is a full-time, non-exempt, onsite, working Monday - Friday, evenings, weekends, and holidays, 40 hours per week (plus the required minimum 30-minute meal break). The rate is $19.00 per hour, plus the non-taxable value of a one-bedroom on-site apartment, with utilities, wi-fi, and parking for one car. The Colburn School offers excellent benefits including medical, dental and vision insurance plans; Long Term Disability, Short Term Disability and Life Insurance plans; paid sick leave and vacation; a 403(b)-retirement plan with a generous employer matching contribution.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
The Residential Advisor & Production Associate must live on campus in the Residence Hall at The Colburn School (a one-bedroom apartment is provided as a non-taxable benefit) and must not hold a second job outside of Colburn. This is a year-round, full-time position which also supports an active schedule of summer conferences, festivals, and programs.
This role is ideal for someone early in their career who is eager to gain broad exposure to multiple facets of arts administration-including but not limited to community engagement, career development, student affairs, operations, admissions, production, and special programming.
Duties and Responsibilities:
include the following. Please note the responsibilities for summer programs are similar, but not the same as the responsibilities and tasks during the academic year.
Residence Life (Approx. 50%):
As a Residential Advisor ("RA"), the individual will live on campus and help oversee a residential community of approximately 160 student musicians and dancers, ranging from high school to graduate school. The RA plays a key role in fostering a safe, respectful, and inclusive living environment that supports students' artistic, academic, and personal development. Through supervision and community-building efforts, the RA helps create a supportive home for Conservatory (college) and Academy (pre-college) students pursuing intensive training in music and dance.
Facilitates the development of a community that is welcoming and accepting of people of all races and ethnicities, abilities, ages, genders, national origins, religions, and sexual orientations and identities, and other legally protected groups. Provide residential supervision and oversight for students. Execute administrative and on-call responsibilities, which include days, evenings, weekends, and holidays. Administrative and on-call tasks will be assigned each week depending upon the season and needs of the department. Create, promote, and attend both community building and educational programming for the Conservatory and Academy. Provide supervision for student activities both on and off campus and participate in events as appropriate. Provide care and supervision for a variety of direct student support services for students under 18 (i.e. medical appointments, off campus physical therapy appointments.) Crisis Intervention/ On-Call Rotation/ Student Conduct:
Participate in the on-call rotation on weekdays, nights, weekends, and holidays. When on-call, maintain a 10-min response time. Perform bed-checks for Academy students. Follow protocol when responding to incidents and in a timely manner. Maintain awareness of safety and emergency procedures and respond to emergency/safety situations. Support the enforcement of residential policies. Provide appropriate and timely follow up to incidents, and submit thorough incident reports in a timely manner. Facility Management:
Manage room condition reports during move in and move out. Conduct building walk through inspections during move in, move out, and breaks. Submit work orders in a timely manner. Work with facilities staff to resolve maintenance issues. Staff Representation and Trainings:
The RA is expected to attend and actively participate in all trainings, meetings, and orientations for the position each year. Attend one-on-one meetings with manager. Attend all-departmental, cross-departmental, and school-wide meetings, sessions, and workshops, as required. Attend minimum of one student performance each month. Assist in safety drills and training. Perform other duties as assigned. Production Associate (Approx. 50%):
The Production Associate ("PA") is responsible for assisting with the day-to-day administrative functions and ensuring smooth operations related to event scheduling, coordination, and customer service. This role supports in managing external and internal events, maintaining accurate records, and providing a seamless experience for clients. The PA will also collaborate with various internal departments to ensure timely communication and efficient event planning and execution.
Administrative Support:
Assist in managing external and internal client communication and event bookings, ensuring that all necessary paperwork (contracts, invoices, etc.) is completed in a timely manner. Maintain and update client files, customer contact information, and internal schedules. Assist in the preparation and distribution of event orders, BEOs, and proposals to both internal and external clients. Prepare reports and assist in tracking KPIs for event sales, staffing, and overall event coordination. Provide logistical support for event setup and breakdown, ensuring all resources and staffing needs are communicated to the appropriate departments. Sales and Marketing Support:
Aid in updating and maintaining the relevant web pages on the Colburn website, including event listings and facility photos. Assist in the creation of marketing materials, proposals, and other client-facing documentation. Help coordinate promotional efforts for campus rental opportunities and hospitality services. Support the sales process by helping to schedule tours and follow up with potential external clients. Scheduling and Coordination:
Provide administrative support for event scheduling in ASIMUT, Colburn's venue management software. Assist with the coordination of internal and external events by ensuring that all event requirements are recorded and communicated to the appropriate departments. Help manage the calendar of events to ensure that venue space is appropriately allocated and that scheduling conflicts are avoided. Assist with coordinating the staffing of events, including liaising with relevant departments to secure necessary personnel (e.g., security, audio/visual support, stage management). Vendor and Client Relations:
Assist in building and maintaining relationships with external vendors, including caterers and rental companies. Serve as a secondary point of contact for client inquiries and concerns, ensuring a high level of customer service is maintained. Assist in preparing and filing all necessary documentation for events, including vendor agreements, invoices, and permits. Event Support:
Assist in organizing internal events for the school, including coordinating RSVPs, catering needs, and decoration themes. Provide on-site event support, ensuring that all event logistics are executed according to plan. Attend key internal and external events to assist with setup and provide administrative assistance as needed. General Administration:
Provide general administrative support for managing correspondence, scheduling meetings, and maintaining office supplies. Serve as backup support for the Production Coordinator when needed, particularly in handling internal space reservations. Perform other duties as assigned. REQUIREMENTS : The requirements listed below are representative of the knowledge, skill, and/or ability required.
A bachelor's degree in Music, Dance, or Arts Management is preferred but not required. Combined experience/education may be substituted for minimum education. Some prior residence life and administrative experience supporting a fast-paced environment and/or event logistics desirable. Experience performing administrative office functions in a fast-paced environment. Flexible, proactive, and eager to learn new systems and workflows. Ability to adapt to changing assignments and work with a wide range of departments. Establish and maintain effective working relationships with faculty, staff, and the general public. Demonstrated ability to work independently and must be able to work a very flexible schedule including evenings, weekends, and holidays. Must maintain appropriate levels of confidentiality of information. Excellent organizational, communication, and interpersonal skills, as well as ability to work closely with a team. Must be able to maintain professional boundaries whenever dealing with students and representing the School, including adhering to policies outlined in the Staff Handbook and compliance with the School's Non-Fraternization Policy. Demonstrates integrity, possesses high emotional intelligence and interpersonal savvy. Ability to adhere to budget for projects and events. Proficiency with Word, Excel, PowerPoint, Outlook, Teams, OneDrive, and Zoom. Experience with CRM and venue management software (e.g., ASIMUT) is a plus. Ability to function under pressure in crisis or emergency situations. CPR/AED certification (may become certified after being hired).
PHYSICAL:
Position requires seated work, standing work, moving equipment, computer work, and customer service contact via phone and in person. Must be able to ascend and descend multiple flights of stairs without assistance to support students and other residents in emergency situations. The position requires the ability to see and hear, and carry objects up to 25 pounds, reach with arms, crawl, hear, and speak. Must be able to feel and use hands to type and grasp objects with fingers.
EMOTIONAL:
Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups of individuals from diverse backgrounds on a regular, on-going basis; ability to concentrate on detailed tasks for extended periods of time and/or intermittently while attending to other responsibilities; ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities.
WORKING CONDITIONS:
Work is performed in a mixture of an indoor office setting with extended periods at a computer and active, across campus and outdoor activity, with frequent contact and interruptions by individuals in person or by phone. The work environment may include backstage of concert halls, dance studios, rehearsal halls, and outdoor events. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
Compensation and Benefits:
This is a full-time, non-exempt, onsite, working Monday - Friday, evenings, weekends, and holidays, 40 hours per week (plus the required minimum 30-minute meal break). The rate is $19.00 per hour, plus the non-taxable value of a one-bedroom on-site apartment, with utilities, wi-fi, and parking for one car. The Colburn School offers excellent benefits including medical, dental and vision insurance plans; Long Term Disability, Short Term Disability and Life Insurance plans; paid sick leave and vacation; a 403(b)-retirement plan with a generous employer matching contribution.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.