Programming Contract Administrator

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.

Primary Responsibilities
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.

Skills and Knowledge
Proven Experience: Minimum of 2-3 years in a contract administration or similar role, preferably within the performing arts, entertainment, or non-profit sector.
Education: Bachelor’s degree required. Juris Doctor, highly desirable.
Technical Proficiency: Advanced skills in Microsoft Excel and experience with contract management and/or scheduling software (e.g., Momentus, Concur) are highly desirable.
Contract Expertise: Demonstrated ability to review, interpret, and manage various contract types, including knowledge of legal terminology.
Detail-Oriented: Exceptional organizational skills and a relentless focus on accuracy and follow-through.
Communication: Excellent written and verbal communication skills, capable of interacting persuasively and inclusively with artists, agents, internal departments, and licensees.

Software and Services Used
Momentus Elite, Concur, Microsoft Office Suite.

Frequent Functions and Working Conditions
Work in an office environment (on-site and remote work).
Must be able to stand, sit, or walk for extended periods of time.

How to Apply
All applicants must apply through TPAC’s website.
Please note a resume and cover letter is required for application submission.

TPAC is an Equal Employment Opportunity employer. All aspects of the employment process will be merit-based and applied without discrimination on the basis of race, color, religion, sexual orientation, gender identity, marital status, age, disability, national or ethnic origin, military service status, citizenship or other protected characteristics.