100420 Requisition #

Artistic Administrator, Stanford Live

Stanford University is one of the world’s premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Silicon Valley employer, Stanford seeks people committed to excellence and improving our world. The university is committed to supporting its employees as they develop their careers and enrich their lives. Stanford’s future success will be shaped by its diverse perspectives, unique experiences, and inclusive culture.


Stanford Live presents a wide range of the finest performances from around the world, fostering a vibrant learning community and providing distinctive experiences through the performing arts.  With its primary home at Bing Concert Hall and a popular second venue at historic Frost Amphitheater, Stanford Live is simultaneously a public square, a sanctuary, and a lab, drawing on the breadth and depth of Stanford University to connect performance to the significant issues, ideas, and discoveries of our time.


Reporting to the Producer of Artistic Programs, the Artistic Administrator is responsible for preparing and tracking all contracts and performance fees for Stanford Live. This position will provide support to the Stanford Live Leadership team regarding the contract process, fee negotiations and program details. The Artistic Administrator ensures that contractual obligations for artists’ travel are met, working closely with the Artist Liaison & Production staff on air, hotels and ground transportation, as needed.


In this role, you will:

      Develop and execute visiting artist contracts and commission agreements for Stanford Live programs and initiatives.

      Review and track all contracts and manage pay requests for the Artistic department.

      Prepare and follow-through on performance fees for all Stanford Live Engagements, requiring time-sensitive attention to detail and extensive  trouble-shooting.  Facilitate and track vendor secure portal completion, as the first step in the payment process.

      Liaise with artists on matters of taxation and visa entry permissions for international artists, becoming the departmental expert on these matters.

      Support engagement calendaring of artist activities with campus partners, including but not limited to master classes, talks, class visits, local school visits and reception attendance.

      Maintenance of shared files as well as updating all related issues of the artistic department on ArtsVision.  Become power user and in-house expert on ArtsVision database for organizational presentation calendar and contract management.

      Ensure that contractual obligations for artists’ travel are met, working closely with Artist Liaison on air, hotels and ground transportation, as needed


Please note that this position will be based on the Stanford campus and will be considered hybrid with the expectation to be on campus 2-3 days per week depending on events. In addition, this position may require working evenings and weekends. 

In order to be successful,  you will bring:

      High school diploma and four years of administrative experience, or combination of education and relevant experience.

      Demonstrated commitment to promoting and supporting an environment of diversity and inclusion.

      Demonstrated success managing budget goals.

      Excellent project management skills, and the ability to manage complex timelines and multiple projects.

      Excellent organizational skills and attention to detail.

      Ability to routinely and independently exercise sound judgment in making decisions

      Demonstrated creativity, problem solving skills.

      Advanced computer skills and demonstrated experience with office software and email applications.

      Knowledge of ArtsVision a plus

      Strong verbal and written communication skills.

      Ability to prioritize, multi-task, and assign work to others.

      Understanding of contracts, and experience administering contracts a plus

      Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.

      Interest in the performing arts desired.


Don’t meet every single requirement? At the Vice Presidency for the Arts and Stanford Live, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. Let us know in your cover letter how your experience makes you a good fit for us. You may be just the right candidate for this or other roles!


At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.


The expected pay range for this position is $66,000 – 79,000 per annum. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.


Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:


      Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

      A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

      A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

      Discovery and fun. Stroll through historic sculptures, trails, and museums.

      Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

*The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.


*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


*Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

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