Artist Services & Programs Manager

Summary

The Artist Services & Programs Manager plays a vital role in delivering the Merola Opera Program’s world-class training programs and ensuring exceptional artist relations and program execution. This position combines detailed program management with hands-on participant support, ensuring seamless program delivery while fostering meaningful relationships with current artists and alumni.

The ideal candidate will have experience in arts administration, particularly working with performing artists, anticipating needs, and managing complex logistics with professionalism and care.

This full-time, hybrid role requires evening and weekend availability during the Merola summer program and throughout the year for special events. The position also includes travel as part of the annual audition tour.

Essential Duties and Responsibilities

Artist Services

• Serve as the primary point of contact for all Merola participants, providing orientation, resources, and ongoing support.
• Coordinate comprehensive artist services, including housing assignments, travel arrangements, schedules, and day-to-day support.
• Arrange travel and accommodations for program participants, and as directed, for guest artists, faculty, production staff, and other visitors.
• Prepare contracts, process reimbursements, and ensure accurate and timely payments.
• Maintain detailed participant records and ensure all program requirements and documentation are complete.
• Provide on-site and on-call support during the summer program, including emergency assistance and liaison duties.
• Support and coordinate artist participation in Merola events.

Recruitment and Audition Tours

• Administer the annual audition tour, including application management, audition logistics, venue coordination, and travel arrangements.
• Communicate with applicants, audition panel, accompanists, monitors, venues, and partner organizations to ensure a professional and seamless experience.
• Maintain audition data, records, and reporting.

Program Management Support

• Serve as an operational liaison with San Francisco Opera Center, San Francisco Conservatory of Music, and other program partners.
• Serve as front-of-house manager for Merola public performances, including coordinating and training ushers and other front-of-house staff and volunteers.
• Oversee program documentation, data collection, and reporting to support assessment and improvement.
• Manage program-related vendor relationships and contracts, including travel providers, housing vendors, and other service partners.

Alumni Relations and Engagement

• Maintain and update alumni database; manage alumni communications including newsletters, invitations, and updates.
• Coordinate alumni events and networking opportunities.
• Assist in the administration and coordination of granting programs, including application review processes and documentation.
• Track alumni career progression for impact assessment and promotional use.
• Serve as a resource for alumni seeking career support, references, or testimonials.

Administrative and Operational Support

• Serve as Office Manager for Merola, ensuring the office environment is organized, functional, and well-stocked, including managing office supplies and inventory.
• Processing of invoices, reimbursements, and check requests for Director of Operations.
• Assist with onboarding of new staff, interns, and contractors, ensuring they have the necessary tools, resources, and orientation materials.
• Support HR processes by preparing paperwork, tracking deadlines, and coordinating benefits enrollment and documentation.
• Assist with contract preparation, routing for signatures, and invoicing.
• Monitor and schedule office equipment servicing, coordinate with IT vendors for minor troubleshooting, and track technology inventory.
• Support event planning and execution, particularly for events involving artists and alumni.
• Maintain and update organizational files and records in compliance with policies and retention requirements.
• Provide logistical support for special projects led by the Director of Operations, including vendor research, proposal gathering, and scheduling.
• Other related duties as assigned.

Qualifications

• Bachelor’s degree in music, arts administration, or related field, or equivalent experience.
• Minimum 2 years of experience in arts administration with direct experience working with performing artists.
• Strong project management and organizational skills, with the ability to manage multiple priorities under pressure.
• Excellent written and verbal communication skills.
• Proficiency in database management, Microsoft Office Suite, Google Workspace, and content management systems.
• Knowledge of opera, classical music, and the performing arts industry.
• Ability to work evenings and weekends during program season.
• Demonstrated commitment to diversity, equity, and inclusion.
• Experience with audition processes and artist development preferred.
• Familiarity with the San Francisco Bay Area arts community a plus.

To learn more about the Merola Opera Program and its impact, please visit www.merola.org

Salary & Benefits: $70,000-$80,000/annually depending on experience. Merola offers generous benefits that include medical, dental, and vision insurance, FSA, 401k match, paid vacation, paid sick time, and paid holidays.

MEROLA OPERA PROGRAM IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY OF STAFF

TO APPLY: Submit an application at https://merola.bamboohr.com/careers/25