Position Status: Part-Time (Estimated 10-20 hours per week)
Exemption Status: Non-Exempt
Reports to: Director of Programming
Work Environment: Flexible, offering a Hybrid model (combining On-Site Office and Remote Work) or the option of a Fully Remote arrangement.
Core Values: Inclusion, Creative Excellence, Innovation, Collaboration, Purposeful Service
Position Overview: The Programming Contract Administrator is the essential underpinning of Tennessee Performing Arts Center’s programming department. Offering significant flexibility, this part-time Contract Administrator manages the full lifecycle of wide-ranging contracts, ensuring compliance, tracking critical financial obligations, and facilitating seamless internal and external communications.
Contract Administration & Compliance
This permanent part-time role, estimated at 10-20 hours per week, requires expert attention to detail and a proactive approach to contract management across multiple programming areas, including TPAC Presents, Education, and Venue Rentals.
Contract Lifecycle Management:
- Meticulously review, markup, sign, and process contracts for TPAC Presents, Education, and Resident Company programming, ensuring all deal terms are accurately confirmed and necessary addenda are attached and signed.
- Manage and modify existing contract language as needed to meet TPAC’s business requirements.
- Review various agreements for Development, Operations, and Education departments, as needed.
- Review and execute Rental Agreements, managing modifications as needed for Licensee, securing signatures, and ensuring the fully executed document is returned.
Risk and Financial Oversight:
- Proactively obtain and track Certificates of Insurance (COIs) for all TPAC Presents shows, once annually for Broadway series (via our partner, Broadway Across America), and as needed for Resident Companies and Licensees.
- Monitor, log, and follow up on critical dates associated with financial commitments, including entering contract and event deadlines into the Momentus Tasks system.
- Track deposits, final costs, and any potential issues arising from Rental Agreements.
Financial & Administrative Tracking
The Contract Administrator plays an important role in the accurate financial and administrative management of programming-related expenses and venue rentals.
Music Licensing and Royalties:
- Complete data compilation and entry on the Music Licensing tracking spreadsheet for timely reporting.
- Manage the quarterly submission and payment process for Performing Rights Organizations (PROs)—ASCAP, BMI, and SESAC.
- Process quarterly payments for Music Licensing and file associated expense reports via TPAC’s finance system.
- Maintain monthly updates for internal departmental tracking.
Payment Processing:
- Initiate requests for wire transfers and other necessary payments for TPAC Presents and Broadway productions, including processing guarantees at the start of each Broadway week and making deposits for TPAC Presents.
Data and System Management:
- Ensure the Momentus system is updated with fully executed contracts, current COIs, and complete task logging with necessary follow-up.
- Compile all budgeted and ancillary revenue for shows and events into a comprehensive Show Tracking Document for final impact reporting.
Administrative Support
Venue Inquiry Management:
- Monitor the General Inquiry Line for Venue Sales, providing timely and professional email responses.
- Manage the initial application process by checking venue references, confirming booking availability on the Momentus calendar, and forwarding approved applications to Programming Manager for further action.
Programming Scheduling:
- Administer the programming calendar by sending availability and checking dates for potential client inquiries.
- Process SYP (Season for Young People) contracts as needed.
- The responsibilities listed above are not all inclusive. Other related duties may be assigned.