Programs and Events Coordinator

Position type: Hourly, non-exempt, remote (virtual) 

Hours: Flexible; typically 20 hours/week with heavier hours during the two main events l and the week(s) leading up to them (conference/summit week may exceed 40 hours; OT paid according to policy). Exact schedule will vary by season. 

Reports to: Deputy Executive Director 

Location: Remote, US-Based 

Duration: Ongoing/regular staff position, .5 FTE. 

Position summary: The Programs Coordinator supports various ASTA professional development, student events, and member management programs with strong project management, excellent communication, and a hands-on approach to production and logistics. 

Key responsibilities 

Conference and National Orchestra Festival (peak responsibilities) 

• Manage relationships with external service vendors (including exhibit hall/decorator, Soundwaves, and photography vendors), coordinating timelines, deliverables, and on-site needs to ensure seamless event production. 
• Serve as the Exhibit Hall Manager for the National Conference, acting as the primary ASTA contact for exhibit-hall operations—including oversight of opening and closing procedures, venue coordination for doors and locks, and on-site troubleshooting with vendors and exhibitors. 
• Coordinate shipping and freight logistics for ASTA staff materials and exhibitor deliveries, distinguishing between association-managed and exhibitor-managed shipments and ensuring timely inbound and outbound transport before and after each event. 
• Manage equipment logistics and inventory for conference sessions, masterclasses, and the National Orchestra Festival (audio/visual, staging, chairs, stands, microphones, instrument storage, rentals). 
• Coordinate with hotels, A/V vendors, venue staff, vendors, and stage managers to schedule load-in/load-out and ensure smooth session transitions. 
• Pre-event coordination of adult and student volunteers. 
• Facilitate and supervise onsite setup and troubleshooting for sessions, rehearsals, and performances. 
• Maintain and update equipment checklists, run sheets, and floor plans; manage emergency equipment spares. 
• Serve as the primary onsite logistics contact for Conference and Festival staff. 

Virtual String Teachers Summit (peak responsibilities) 

• Manage Calls for Proposals (CFP): set up intake forms, track submissions, coordinate review process, communicate decisions to submitters, schedule accepted sessions. 
• Coordinate presenter communications: orientation, logistics, materials collection, and tech checks. 
• Maintain program calendars, session databases, and post-event evaluation summaries. 
• Coordinate virtual event platforms, recording, and AV needs. 
• Provide basic content support: upload session materials to the LMS/website, ensure recordings are processed and accessible. 

Year-round program support 

• Support the Director of Professional Development on planning and producing of: 
• Webinars 
• Coordinate logistics: scheduling, registration, host/moderator duties, live tech support, and post-event recording distribution. 
• Produce webinars end-to-end: run tech checks, manage panelist orientation, moderate live Q&A when required, and ensure recordings and resources are uploaded to the LMS/website. 
• National Committees 
• Coordinate the application process, reviews, and notifications. 
• Assist with serving as Staff Liaison 
• Weekly management of the job board 
• Carry out annual projects (e.g., website updates and page management, database deduplication and address verification) and other time-intensive initiatives that improve systems, data integrity, and member services. 
• Other duties as assigned — provide flexible, team-oriented support across programs and events as priorities evolve. 

Required skills & qualifications 

• 2 years of experience with large scale events (music preferred), in event production, program coordination, or conference logistics (association or nonprofit experience preferred). 
• Demonstrated experience with conference AV/equipment logistics and vendor coordination. 
• Strong project and time management skills; ability to prioritize and triage during live events. 
• Comfortable with virtual event platforms (Zoom) and basic A/V tech. 
• Excellent written and verbal communication skills. 

Working conditions & travel 

• Remote with required travel to the National Conference and National Orchestra Festival (travel expenses covered or reimbursed per ASTA policy). 
• Peak periods (conference prep, Conference/Festival week, Summit prep, Summit week) may require longer days and weekend work; compensatory time/overtime will be provided per ASTA policy. 
• Ability to travel (typically 1 conference/year; attendance required). 
• • Reliable home office setup and high-speed internet. 
• • Ability to lift/move equipment on conference site (or supervise others to do so) as needed. 
• Virtual attendance required for the annual Virtual String Teachers Summit 

Compensation 

The hourly rate for this role is $30.00. 

Application Requirements

Applications must include a cover letter (not to exceed 1 page) and resume (not to exceed 3 pages) to be considered.

Timeline 

• Nov. 10 – Applications Due