Production Department Administrator

About The Shed

The Shed is a cultural institution of and for the 21st century. We produce and welcome innovative art and ideas, across all forms of creativity, to build a shared understanding of our rapidly changing world and a more equitable society. In our highly adaptable building on Manhattan’s west side, The Shed brings together established and emerging artists to create new work in fields ranging from pop to classical music, painting to digital media, theater to literature, and sculpture to dance. We seek opportunities to collaborate with cultural peers and community organizations, work with like-minded partners, and provide unique spaces for private events. As an independent non-profit that values invention, equity, and generosity, we are committed to advancing art forms, addressing the urgent issues of our time, and making our work impactful, sustainable, and relevant to the local community, the cultural sector, New York City, and beyond.

About the Position

The Shed seeks a full-time Production Department Administrator. Reporting to the Production Director, the Production Department Administrator is a key member of the Production team. This role is essential to maintaining the integrity of our production processes—from budget tracking and union payroll compliance to interdepartmental coordination and policy implementation. The Production Department Administrator will exhibit careful attention to detail as well as proficient data processing skills, will manage simultaneous administrative projects, and will be able to pivot easily from one task to another. The ideal candidate has experience in vendor relations, payroll with an emphasis on collective bargaining agreements, and logistics. A flexible schedule is a requirement. A background in theater production is preferred. 

Key responsibilities include, but are not limited to

• Work closely with the entire Production team to organize and facilitate Production and event logistics 
• Work to ensure that payroll is processed accurately and that invoices are processed in a timely manner with additional responsibility as outlined in last bullet point
• Manage and maintain office operations including ordering supplies, maintaining and distributing calendars, and documentation across multiple venues and concurrent productions/events
• Coordinate logistics related to production schedules, equipment rentals, and vendor relations 
• Prepare and process quotes, purchase orders, invoices, and vendor payments in collaboration with finance.
• Oversee that payments are paid in a timely manner
• Serve as the liaison between production teams, crew, finance, and People Operations on policy matters and daily operational needs 
• Track and manage production paperwork including expense reports, payroll documentation, purchase orders, and union-specific requirements
• Develop and manage detailed production finance trackers in collaboration with the Director of Production 
• Manage department budgets and Shed production budgets, ensuring accuracy and transparency across all departments and projects 
• Review and reconcile all credit card transactions for department and Shed Productions, plus Chief Executive Producer’s credit card, to ensure timely and accurate expense reporting
• Oversee compliance with health and safety protocols, including the coordination of safety committee meetings and related reporting 
• Generate, file, and submit all required union reports in partnership with the finance office
• Review and reconcile general ledgers for productions and events to ensure financial alignment and support accurate reporting
• Implement and refine administrative systems that support efficiency across all productions and internal operations
• Maintain maintenance to-do lists across multiple venues 
• Maintain up-to-date crew list across four unions in cross collaboration with People Operations
• Assist in developing Production Department policies and protocols, including drafting, proofreading, etc.
• Monitor and distribute the equipment and support request form.
• Accurately submit payroll across four unions in accordance with their respective CBAs, ensuring compliance with pay rates, benefits, and documentation

Qualifications and Qualities

• Two or more years of relevant experience providing administrative support
• Strong interpersonal skills, including the ability to communicate professionally and effectively with designers, vendors, backstage personnel, and finance office
• Meticulous attention to detail
• Ability to multitask and to effectively prioritize responsibilities
• Excellent oral and written communication skills
• Superior organizational skills
• Ability to work collaboratively
• Ability to work a flexible schedule is required
• Microsoft Word and Excel; work with Google suite of products is a plus

Compensation

The salary range for this position is $70,000 to $75,000. Compensation is commensurate with experience.

Application Process

Interested candidates should complete an application and submit a résumé and cover letter in a single Word or PDF document saved as the candidate's first and last name through our Career Center. Only résumés and cover letters submitted in this format will be reviewed. 

The Shed is dedicated to building an equitable environment that is mixed across lines of difference and strongly encourages applications from Black, Indigenous, people of color, women, transgender, and nonbinary candidates. This position will remain open until filled and until a diverse and qualified pool of candidates is identified. Applicants from populations underrepresented in the arts field are strongly encouraged to apply. Whether you’re new to arts and culture administration, returning to work after a gap in employment, simply looking to transition, or taking the next step in your career path, we will be glad to have you on our radar.