Summary: 

We are seeking a highly organized administrative practitioner and systems-thinker who is passionate about supporting the arts and fostering student involvement in creative programs. The ideal candidate combines operational discipline and financial acumen with strong logistical coordination—managing departmental bookkeeping, facility needs, campus calendars, and the full administrative operations of the music lesson and adjunct instructor program—while mentoring student leaders in front-of-house operations and production management. Crucially, this individual will take ownership of departmental workflows: capturing, documenting, and continuously refining administrative systems and processes to ensure long-term operational efficiency. Central to the role is maintaining an efficient, supportive, and scalable environment for faculty, adjunct staff, and students across theatre, dance, music, and gallery programs.

The Performing Arts Administrator works in close partnership with the Department Chair and collaborates directly with discipline directors in Theatre, Dance, and Music. The Administrator also coordinates extensively with campus offices—including Building & Grounds, Public Safety, Communications, Auxiliary Operations, Dining Services, and the Deans’ offices—to align departmental scheduling, venue usage, catering, and major school-wide events.

This is a temporary position through June, 2027. The schedule is 25 hours per week, and it includes regular daytime administrative hours, with evening and weekend availability required during production tech weeks, performance runs, and major campus event weekends (e.g., Thursday, Friday and Saturdays of performance nights; Fall Student Orientation Weekend, Homecoming Saturday; Fall and Winter Family Weekends; and Spring Graduation Weekend).

The ongoing commitment spans adjunct music program administration, process optimization, budget and financial oversight, facility and calendar administration, artistic production logistics, event catering arrangements, and front-of-house event leadership.

Essential Responsibilities

Department Administration & Financial Management

• Provide daily administrative and operational support to the Department Chair and discipline directors across theatre, dance, and music.
• Evaluate, map, and document administrative workflows across the department; identify operational bottlenecks and implement standardized processes to optimize efficiency in scheduling, financial tracking, and communication.
• Oversee departmental bookkeeping, processing invoices, expense approvals, budget tracking, and academic year-end financial closeouts.
• Coordinate day-to-day operations for the music lesson program, including adjunct faculty rosters, student scheduling, lesson tracking, billing submissions, and faculty payroll.
• Maintain and update departmental handbooks, administrative procedures, and instructional schedules for adjunct staff.

Campus Coordination

• Coordinate and update internal department, school-wide, and communications calendars and media, serving as the departmental representative on the School Calendar Committee.
• Manage facility reservations, space scheduling, and venue access across performing arts spaces for daily use, special events, and summer programming.
• Submit and track facilities work requests for equipment moves, building access, room setups, HVAC, and ongoing space maintenance.
• Oversee seasonal facility needs, including instrument storage, locker allocations, maintenance schedules, and piano tunings across campus venues.

Production & Artistic Support

• Assist performance directors with production logistics, including securing performance licensing rights, ordering scripts, sheet music, costumes, and show supplies.
• Coordinate production week arrangements, company meal catering, and logistical preparation for department performances and gallery exhibitions.
• Support student involvement in production publicity, poster and program production, and project-based research.

Event Management & Front-of-House

• Serve as Front-of-House Manager during theatre, dance, and music performances, overseeing box office operations, house management, and audience services.
• Recruit, train, and supervise student ushers and student leaders in front-of-house operations, videography, and photography.
• Coordinate staffing and logistical support for department banquets, student council meetings, and major campus-wide event weekends.

Other duties assigned

• Bachelor’s degree in Business Administration, Arts Administration, or a related field required (or equivalent combined education/experience)
• 1–3 years of experience in office management, operations coordination, or administrative management.
• Experience in a school environment is preferred; background in a Performing Arts setting is a strong plus.
• Highly approachable, helpful, and student- and faculty-centered, bringing a positive, solution-oriented approach to supporting artists, educators, students, and parents across the department. 
• Exceptional organizational skills with high accuracy and attention to detail in financial tracking, scheduling, and roster management. 
• Proven capability to analyze operational workflows, document administrative procedures, and proactively optimize systems to improve efficiency and clarity across multi-faceted programs.
• Self-motivated with consistent follow-through and a proven capability to prioritize, anticipate needs, and manage competing demands across multiple artistic disciplines in a fast-paced environment. 
• Excellent written, verbal, and interpersonal communication skills, with a proven ability to maintain strict confidentiality regarding student, financial, and personnel matters.
• Demonstrated experience or strong adaptability with administrative and operational software platforms, including:
• Student Information & Calendar Systems (e.g., Veracross or equivalent campus databases).
• Financial & Bookkeeping Tools (e.g., Blackbaud, Ramp).
• Music & Scheduling Platforms (e.g., My Music Staff, Workforce Management).
• Core Productivity Suites (Microsoft Office/Excel, Google Workspace).
• Design & Publication Tools (e.g., Canva or basic desktop publishing software for programs/posters).

Work Environment Characteristics and Physical Demands:

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands are in excess of those for sedentary work. Must be able to remain on their feet or sit for extended periods of time.
• Required to climb stairs, as well as stoop, kneel, crouch, and lift up to 25lb without assistance.
• Routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machines, etc.
• Must be capable of using visual display terminal with continuous wrist movement on a keyboard.
• Required to, talk, hear, walk, use hands to finger, handle or feel and reach with hands and arms.
• Required to work some evenings, weekends and holidays in conjunction with School calendar and events.
• Ability to see with normal parameters.
• Operates in a professional work environment.
• Able to work in a professional environment with other employees.
• This is an on-campus position

The Lawrenceville School is a diverse and inclusive community and makes all employment decisions without regard for an individual’s race, creed, color, religion, national origin, nationality, sex, pregnancy, affectional or sexual orientation, gender identity or expression, age, veteran status, physical or mental disability (including AIDS and HIV related illness), genetic information, refusal to provide genetic information, refusal to submit to genetic testing, ancestry, familial status, marital status, domestic partnership status, civil union status, atypical cellular or blood trait, military service, application for military service, or any other characteristic protected by applicable law. The Lawrenceville School will also provide reasonable accommodations for qualified individuals in accordance with applicable law.

The Lawrenceville School conducts pre-employment screening for all positions, which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful completion of the background check.

Eligible employees receive a competitive benefit package that includes health insurance coverage, paid leave and retirement plan options and many other valuable programs.