Programs Manager/Producer
Reports to: Managing Director
Compensation: $65,000–$70,000 + benefits
Role Structure: Full-time, exempt
About Kaatsbaan Cultural ParkFounded in 1990, the mission of Kaatsbaan Cultural Park is to provide an extraordinary environment for cultural innovation and excellence with year-round programs that include an annual festival, creative residencies, and seasonal events for artists at all stages of their professional careers, and for our regional audiences. As both an incubator for creativity and presenter for diverse world-class artists, Kaatsbaan provides state-of-the-art dance studios, accommodations, an indoor theater, and outdoor stages on its 153 Hudson River-adjacent acres.
Position Overview
The Programs Manager works to ensure that the residency, retreat, event, festival, and rental programs are planned and implemented to the highest level of excellence.
Roles and ResponsibilitiesWorking closely with the Managing Director and other staff, the Programs Manager participates in the planning, logistics, communications, and realization of these key, annual organizational programs. As the main point person for artists-in-residence, festival and event artists, and rental and retreat participants, they represent the organization professionally, make sure artists and others are supported, propose creative solutions to problems, and demonstrate dedication to the programs’ success.
They work closely with artist teams and rentals to ensure support, ask hard questions, secure every detail, and set timelines and expectations. They work closely with the Technical Director to have all the equipment, backline, vendors, and crew needed, and with the Managing Director and guest curators to fully understand the works and artists. The Programs Manager reports to the Managing Director.
Manage and coordinate Residencies, Retreats & Rentals:
- Raise awareness of opportunities, including marketing for Weekend Retreats and Rentals
- Coordinate residency, retreat, and rental calendar, including placing holds, confirming dates, and solving conflicts. Maintain housing and studio matrix.
- Coordinate inquiries, intake forms, and invoices
- Collect artist and group information from meetings and emails for centralized documents. Collect programming info, marketing, bios, photographs.
- Manage rentals including inquiries, site visits, estimates, contracts, invoices, site prep, and point of contact. Coordinate needs with staff.
- Coordinate meal program as needed, including discussing with artist groups, booking chefs, communicating dietary needs, and follow-up invoices.
- Be the main point of contact for artists or management teams for logistics around travel, housing, guests, room and studio assignments, meal program, and site issues
- Orient each artist or group in advance with welcome document, greet arrivals, and conduct orientation and key management
- Make sure payments are processed and confirmed to or from artists or groups
- Serve as the contact during residencies, retreats, and rentals for problem solving and ensuring needs are taken care of
- Coordinate departures and key management, and reset kitchen spaces
- Coordinate and schedule cleaning company
Manage and coordinate Festivals and Seasonal Events:
- Oversee the big picture and every detail of the Annual Festival (late summer/early fall) and seasonal events. Conduct regular meetings as needed so staff are informed and on task.
- Meet with the artists and their teams on an as-needed basis in advance of their arrival and while onsite to make sure all details and changes to the production are worked through
- Production planning and communications, including artist advances, production schedules, run of show, event reports, safety procedures, and timelines. Identify roles and designate staff, crew, artist group members if applicable. Fill in as needed.
- Collect and centralize programming info, marketing, bios, photographs
- Hire, train, and manage crew and volunteers for events and Annual Festival
- Coordinate and schedule cleaning company
- Ensure plans and implementation for the set-up and strike for all sites and stages for all events and festivals are accurate, thorough, and safe.
- Adhere to budgets, manage and monitor spending, update final P&L reports after each event
- In coordination with Box Office and other front-of-house staff, ensure the audience experience and services are thought through, planned, and implemented for the particular needs of each event.
Miscellaneous
- Assist with social media calendar that promotes residencies, events, and rentals
- Coordinate logistics and schedules for videographers/photographers
- Initiate and keep tabs on market and communications activities. Participate in the review process for programming info, marketing, bios, photograph, and printed programs with relevant staff.
Qualifications
- 4+ years of event production and program experience at arts/cultural organizations
- A high degree of emotional intelligence and adept communication and interpersonal skills, including written and verbal, ability to maintain relationships with the variety of people on staff and who interact with the organization
- An innovative and entrepreneurial spirit, and an impeccable reputation for integrity
- Experience creating and managing budgets, anticipating and tracking costs, and reporting
- Experience in planning and coordinating logistics for events, anticipating potential issues, and creatively problem solving
- Excellence in prioritizing tasks, listening, and translating goals into action
- Demonstrated ability to manage workload, work independently, and take initiative in communicating issues, realizing goals, and providing excellent service
- Commitment to realizing an excellent environment with a dedicated team for the production and presentation of artwork and cultural events of all kinds.
To Apply
Please apply through Indeed. Submit a cover letter explaining your interest in the position and why your experience and skills are a good fit for the organizations’ mission and programs. Include a concise resume and names of two or three contact references.
Equal Opportunity
Kaatsbaan firmly supports the principle and philosophy of equal opportunity for all individuals, regardless of age, race, gender, sexual orientation, creed, national origin, disability, veteran status or any other protected category pursuant to applicable federal, state, or local law.
Job Type: Full-time
Anticipated Start Date: mid-late September, 2025
Benefits:
- Flexible schedule/some remote work
- Contribution to group health insurance
- Paid time off including vacation, holidays, and personal days
Schedule:
- The position is full time, yet demands of different programs will fluctuate throughout the year, with quieter periods and very busy periods.
- Generally, 8-hours shifts
- Night and Weekend availability
Ability to commute/relocate:
- Tivoli, NY 12583: Reliably commute or planning to relocate before starting work (Required)
Work Location: Hybrid/remote in Tivoli, NY 12583
Job Type: Full-time
Pay: $65,000.00 - $70,000.00 per year
Benefits:
- Flexible schedule
- Health insurance
- Paid time off
Work Location: Hybrid remote in Tivoli, NY 12583
