Music Program Coordinator

Essential Functions

• Facilitate the onboarding process for Affiliate Artists, including collecting necessary documentation, coordinating with Human Resources and the Provost's Office, and submitting invoices for payment in a timely manner.
• Oversee and update as necessary all aspects of the Music Program print information and course catalog, coordinating with appropriate departments such as the Registrar, IT Services, Publicity and others as needed. Insure that is remains current and up to date.
• Coordinate and produce concerts, recitals, and other music events, overseeing logistical details such as audio-visual setups, stage crew assignments, rehearsals, and technical requirements.
• Recruit, hire, train, and schedule student workers for various roles, including stage crew, monitors, and graphic designers, ensuring coverage for events and departmental needs.
• Develop, design, and update concert programs, promotional materials, and event calendars, managing communication through the Music Group on MySLC and other platforms.
• Administer payments and financial transactions for student workers, vendors, and guest artists, maintaining accurate records for bi-weekly and monthly reconciliations.
• Supervise maintenance and servicing of musical instruments, particularly pianos and harpsichords, coordinating with service providers for tuning, repairs, and setup as required.
• Manage event scheduling processes for auditions, recitals, and performances, collaborating with faculty to ensure all departmental requirements are met.
• Oversee and maintain organizational systems for music student access to spaces and resources, including key distribution, swipe access, and room reservations.

Additional Responsibilities

• Serve as a liaison between music faculty and other campus departments, including Special Events, the Registrar, Audio Visual, and Theater, coordinating shared resources and schedules.
• Track and report maintenance issues within Marshall Field, ensuring facilities meet standards for rehearsals, classes, and performances.
• Manage the Green Room and monitor areas, ensuring readiness for performances and events.
• Schedule and facilitate meetings with security personnel and student monitors to ensure safety protocols and event coordination are upheld.
• Organize and manage loaned instruments, ensuring their secure distribution and return.
• Assist with college visits and music program introductions, meeting with prospective students and their families as requested.
• Coordinate special requests for music at college events, fulfilling requests through the Musicians for Hire portal and other channels.
• Other duties as assigned by supervisor.

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• A minimum of 1 to 3 years of experience in event coordination, arts administration, or a similar role, preferably within an educational or performing arts setting.
• Strong organizational and communication skills, with attention to detail in scheduling, record-keeping, and resource management.
• Knowledge and skill with basic office and social media technology (i.e. spreadsheets, Instagram)
• Ability to manage and support a team of student workers, providing effective training and supervision.

Physical and Cognitive Requirements

• Primarily sedentary, involving extended periods of sitting and significant computer use.
• Frequent verbal and written communication required.
• Capacity to organize and synthesize detailed information.
• Occasional walking/standing required.

Preferred Qualifications

• Knowledge or background in music (such as familiarity with music education, performance, or specific instruments like piano or voice) is preferred.
• Experience with event promotion and design of communication materials.