Description
Position Title: Lily Endowment Dia de Muertos, Performing Arts & Digital Production Coordinator (Contractual Full-Time)
Department: Performing Arts and Digital Production
Accountable to: Deputy Director of Performing Arts and Digital Production
Position Summary: Supports the Performing Arts and Digital Production Department across all stages of video, podcast, and multimedia production, including administrative management (contracts, releases, databases, budgets, and grant reporting), production coordination (scheduling and on-site support), and content publishing (captions, formatting, and digital asset organization and archiving).
The position is a 3 year contractual commitment beginning in July 2026 and ending December 31, 2028.
Key Responsibilities
Coordinates all phases of video, podcast, and digital content production from pre-production through post-production, while managing production calendars, scheduling interviews, coordinating studio time, issuing call sheets, and organizing external creative support.
Support field and studio recordings by assisting with equipment setup, audio/video monitoring, and logistical troubleshooting.
Supports uploading and distributing content across digital platforms, including drafting captions and descriptions, while managing final delivery through versioning, platform-specific exports, captioning, and formatting for release.
Standardize and maintain organization of raw footage, audio, and project files to ensure cross-team accessibility, while overseeing long-term storage and archiving of media assets with proper labeling, documentation, and preservation.
Administrative & Operational Support
Coordinate with internal and external teams to meet project milestones and deliverables on time while supporting grant reporting through budget tracking, timeline updates, and progress report preparation.
Prepare and submit check requisitions and payment requests for artists, vendors, and production expenses, supporting the Performing Arts & Digital Production Manager and reporting to the Deputy Director of Performing Arts.
Serve as the primary point of contact for administrative documentation, including talent releases, agreements, and vendor contracts.
Provide administrative and coordination support for performing arts programs and digital media projects.
Stay current on industry trends in digital media, live production, and audience engagement.
Perform other duties as assigned by the Deputy Director of Performing Arts or President/CEO.
Qualifications
Minimum 2–3 years of experience coordinating large teams.
Experience assisting with event production, stage management, or backstage coordination is a plus.
Spanish proficiency in speaking and writing.
Availability to work evenings and weekends as required for events and productions.
Demonstrated interest in arts, culture, and community-based programming, particularly within a museum or cultural setting.
Knowledge, Skills, and Abilities
Proficiency in digital production software, including Adobe Creative Suite
Knowledge of project coordination, scheduling, and production logistics.
Strong communication and interpersonal skills, with the ability to collaborate across teams.
Ability to manage multiple projects simultaneously and work under tight deadlines.
Strong attention to detail and commitment to quality.
Ability to work with collaborative tools such as Google Workspace (G-Suite) and Notion.
Knowledge of contracts, talent releases, vendor agreements, and payment processing procedures.
Understanding of cultural arts programming and community-based engagement initiatives.
Environmental Demands
Must be able to plan, prioritize, organize, and execute multiple initiatives simultaneously and independently.
This is an on-site position that requires regular physical presence at the museum.
Employee must be able to sit and stand for extended periods of time; carry, lift, push or pull up to 35 pounds.
Requires the ability to manually operate business machinery.
Travel within the U.S. and to Mexico with advance notice may be required.
There is minimal environmental exposure.
FLSA Status: Non Exempt
Interested candidates should submit a resume and cover letter to [email protected] no later than June 15, 2026.
SUMMARY OF FRINGE BENEFITS:
Paid Holidays
New Year’s Day
Martin Luther King Jr. Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Indigenous Peoples’ Day
Thanksgiving Day
Christmas Day
Paid vacation: vacation time is earned each pay period, can accumulate up to 120 hours
3 weeks (5 hours each pay period; 120 per year)
Well Days : sick time is earned each pay period, can accumulate up to 360
3 hours each pay period (72 hours per year)
Personal Days:
16 hours of personal time earned at your anniversary date of hire each year
Personal time does not accumulate, must be used prior to your anniversary date of hire
Health & Dental Insurance: Employee & Family Coverage
PPO & HMO health insurance options offered with Blue Cross & Blue Shield of Illinois
PPO dental insurance offered with Principal Financial
Profit-sharing Plan offered with Principal Financial (funded at the end of the fiscal year; approximately 3.58% of annual salary)
Requirements
Qualifications
Minimum 2–3 years of experience coordinating large teams.
Experience assisting with event production, stage management, or backstage coordination is a plus.
Spanish proficiency in speaking and writing.
Availability to work evenings and weekends as required for events and productions.
Demonstrated interest in arts, culture, and community-based programming, particularly within a museum or cultural setting.
Knowledge, Skills, and Abilities
Proficiency in digital production software, including Adobe Creative Suite
Knowledge of project coordination, scheduling, and production logistics.
Strong communication and interpersonal skills, with the ability to collaborate across teams.
Ability to manage multiple projects simultaneously and work under tight deadlines.
Strong attention to detail and commitment to quality.
Ability to work with collaborative tools such as Google Workspace (G-Suite) and Notion.
Knowledge of contracts, talent releases, vendor agreements, and payment processing procedures.
Understanding of cultural arts programming and community-based engagement initiatives.
Environmental Demands
Must be able to plan, prioritize, organize, and execute multiple initiatives simultaneously and independently.
This is an on-site position that requires regular physical presence at the museum.
Employee must be able to sit and stand for extended periods of time; carry, lift, push or pull up to 35 pounds.
Requires the ability to manually operate business machinery.
Travel within the U.S. and to Mexico with advance notice may be required.
There is minimal environmental exposure.
FLSA Status: Non Exempt
To Apply:
Interested candidates should submit a resume and cover letter to [email protected] no later than June 15, 2026.
All applications are due by June 15, 2026, 11:59 PM.
