Music Department Coordinator

Music Department Coordinator

Reports to: Music Director, National Dance Institute

Location: 217 West 147th Street, New York, NY 10039

Position Type: Part-Time (Hybrid – In-person and/or Remote)

Compensation: $47-$50/hour

Position Summary

The Music Department Coordinator plays a vital role in supporting the Music Department and ensuring the smooth operation of all musical aspects of NDI’s programming. This position is central to maintaining efficient communication, organization, and logistics across the department and the wider organization. The ideal candidate is a proactive, detail-oriented project manager who is passionate about NDI’s mission and committed to enabling the Music Director to focus on artistic leadership and program excellence.

Key Responsibilities Communication & Coordination

● Serve as the primary point of contact between the Music Director, artistic staff, musicians, production, and administrative teams.

● Coordinate and maintain the music department calendar, including rehearsals, performances, meetings, and special events.

● Track, confirm, and communicate schedules with teaching artists and substitutes, ensuring timely updates and clear communication.

● Support production meetings by preparing agendas, taking notes, and ensuring follow-up on action items. Materials & Production Support

● Prepare, organize, and distribute scores, charts, and materials for rehearsals, performances, and professional development sessions.

● Provide on-site assistance during rehearsals and performances, including setup and soundcheck coordination.

● Manage inventory and coordinate maintenance of instruments, scores, and department supplies. Administration & Documentation

● Assist with contracting, processing musician paperwork, and ensuring compliance with NDI policies.

● Support budget tracking by organizing invoices, collecting receipts, and liaising with the finance team.

● Maintain records of rehearsals, performances, and musician attendance.

● Oversee archival projects and music department documentation.

● Draft and proofread correspondence and reports on behalf of the Music Director. Required Skills &

Qualifications

● Strong organizational and time-management skills with exceptional attention to detail.

● Excellent written and verbal communication abilities.

● Ability to manage multiple projects and adapt to changing priorities in a fast-paced environment.

● Proficiency with Microsoft Office and Google Workspace; familiarity with Sibelius or other music notation software is a plus.

● Professionalism, discretion, and a collaborative spirit.

● Experience in arts administration or education is strongly preferred.

● Preferred: Pianist with performance experience.

● Experience coordinating musicians, production teams, or performing arts programs is highly desirable. Desired Personal Attributes

● Passion for the performing arts, NDI’s mission, and working with children.

● Proactive, solution-oriented mindset with strong initiative.

● Ability to anticipate needs and act independently.

● Comfort working with diverse groups, including children, musicians, and production staff.

Work Hours

This is a part-time, hybrid, and seasonal position with peak work periods in November–December and February–August. During performance periods, days may extend to 8 hours on site. Availability for nights, weekends, and holidays is required based on project demands. Schedule is set by the Music Director.

Benefits

● Accrue 1 hour of sick leave for every 30 hours worked (in accordance with New York State law).

● Eligible for health care benefits after 1 year of employment and 1000 hours worked.

● Eligible to contribute to a retirement plan after 1,000 hours in one year or 500 hours per year over two years.

● Eligible for employer contributions to the retirement plan after 2 consecutive years with 1,000 hours each year.

To Apply

Please email your resume, cover letter, and references to: 📧 hiring@nationaldance.org No phone calls, please.

About NDI

For over five decades, National Dance Institute (NDI) has delivered its award-winning arts and learning programs to public school children throughout New York City and around the world. NDI believes that the arts — and dance and music in particular — have a unique power to engage children and motivate them toward excellence.

NDI is an equal employment opportunity employer. Our policy is to select, place, train and promote the best-qualified individuals based upon relevant factors such as work quality, attitude, and experience. We do not discriminate on the basis of race, religion, creed, color, national origin, sex, age, disability, marital status, familial status, military status, domestic violence status, sexual orientation, predisposing genetic characteristics, or any other factor protected by applicable federal, state or local law.