Clayton Center For The Arts Production Coordinator

MARYVILLE COLLEGE STAFF POSITION DESCRIPTION

Position Title: Production Coordinator

Department: Clayton Center for the Arts (CCA)

Title of Immediate Supervisor: Technical Director

Funded Term / Work Cycle: 12-month/Full Time

Expected Daily Work Hours: 8:00 a.m.- 5:00 p.m.; evenings/weekends required for events

Expected Weekly Work Schedule: Monday- Friday

Pay Grade: 5S

Starting Salary Expectations: $39,334 - $43,000

About Maryville College:

Maryville College is a nationally ranked institution of higher learning and one of America's oldest colleges. For more than 200 years, we've educated students to be giving citizens and gifted leaders to study everything so that they are prepared for anything. Our graduates are equipped to address complex problems, engage with diverse communities, and launch meaningful careers.

Nestled in Maryville, Tennessee, between the Great Smoky Mountains National Park and the city of Knoxville, our campus combines the beauty of a rural setting with the advantages of an urban center. With a wide range of academic programs and a strong tradition of career preparation, our alumni live "strong of mind and brave of heart," carrying forward our Presbyterian founder's charge to do good on the largest possible scale.

Mission

At Maryville College, we offer more than a mission-we offer support. Our employees receive a comprehensive benefits package including medical, dental, and vision coverage; a generous paid time off program; a retirement plan with an employer match of up to 5%; tuition benefits for employees, spouses, and dependents; and the opportunity to grow in a collaborative community that values professional excellence and personal well-being.

"Maryville College prepares students for lives of citizenship and leadership as we challenge each one to search for truth, grow in wisdom, work for justice and dedicate a life of creativity and service to the peoples of the world."

Values:

• Scholarship: We commit ourselves to lifelong curiosity and learning, to the search for knowledge, and to intellectual creativity.
• Respect: We commit ourselves to honor the worth, dignity, and freedom of ourselves and all creation, and to treat others as we wish to be treated.
• Integrity: We commit ourselves to truth, honesty, dependability, and responsibility in all our actions and relationships.

Position Purpose

The Production Coordinator supports theatre operations through production scheduling, crew coordination, calendar management, communication, purchasing, and documentation. This role ensures information flows accurately between technical, programming, box office, and guest services teams to deliver well-prepared events and efficient rental execution.

SUMMARY

The Production Coordinator organizes logistics for events and productions in the Clayton Center, maintains production calendars in EMS, schedules student and freelance crew, prepares purchase orders, tracks expenses, coordinates load-in/load-out timelines, and maintains production files. Working closely with the Technical Director and Assistant Technical Director, this position acts as the administrative hub for production workflows and is essential to operational efficiency

Education and Experience required to ensure success in this position:

Education required

• Bachelor's degree OR relevant theatre/event management experience equivalent

Experience required

• 1-3 years production/technical coordination preferred
• Experience with project scheduling, production calendars, or stage management
• Budget tracking or purchasing experience beneficial

ESSENTIAL FUNCTIONS

Leadership & Collaboration

• Coordinates communication across technical, programming, FOH, rentals, and campus partners
• Drives weekly production meetings; distributes notes and task follow-ups
• Supports crew supervision indirectly through schedule clarity and call sheets

Operations & Production Management

• Builds and maintains master production calendar in EMS
• Manages crew scheduling for student workers and over-hire stagehands
• Tracks labor budget projections for Technical Director review
• Supports backstage operations during critical production phases
• Tracks production milestones, change requests, and schedule impacts to support on-time, on-budget delivery
• Coordinates with Facilities and custodial services to ensure venue readiness, changeovers, and maintenance needs are tracked and resolved

Data, Technology & Compliance

• Maintains accurate production documentation, riders, technical notes, contracts
• Ensures compliance with safety procedures and backstage access protocols
• Maintains inventory records and equipment tracking
• Supports accessibility accommodations and emergency procedures for artists, crew, and audiences

Fiscal Oversight

• Prepares POs, tracks invoices, reconciles purchasing logs
• Assists TD with production budget tracking and reporting
• Obtains quotes for rentals, purchases, and vendor services

Strategic Planning & Sustainability

• Improves calendar workflows and reduces scheduling conflicts
• Helps increase rental readiness and venue utilization
• Supports post-mortem evaluation to enhance future efficiency

Other:

• Other duties as assigned to support the mission of Maryville College and the successful operation of the Clayton Center for the Arts.

NOTE: Other roles/duties will be assigned as necessary to assist the College in the attainment of the goals set forth and the enhancement of a positive, respectful learning environment for all staff, faculty, and students.

Knowledge, Skills, and Abilities

• Highly organized & deadline-driven
• Strong communication and follow-through
• Working knowledge of theatre production and backstage processes
• Proficient with scheduling/office software (EMS, MS/Google Suite)
• Customer-service mindset when working with renters & artists

License, Certification, or Registration Necessary:

• Valid Driver's License
• OSHA 10 certification required within first 6 months
• CPR/First Aid preferred

Work Environment and Physical Requirements:

• Must move between venues regularly
• Standing for extended periods during load-ins/tech
• Ability to lift 40 lbs occasionally
• Nights/weekends required during performance weeks

Ability to operate the following vehicles or equipment:

• Computer/software platforms (EMS, spreadsheets, p-card logs)
• May operate light/sound/video under direction during support periods