Music Operations Coordinator

Vanguard University

Position Summary: The Music Department Operations Coordinator supports the mission of Vanguard University by overseeing music recruitment efforts, planning and managing department events and ensemble activities, and maintaining department resources. This role serves as a key point of contact for prospective students and families, supports faculty and ensemble directors with performance logistics, and ensures department operations run smoothly in alignment with the University's Christ-centered values.

Essential Functions

Recruitment and Auditions

• Coordinate all aspects of prospective student recruitment for the Music Department.
• Host visiting students, families, and groups on campus, providing a welcoming and professional experience.
• Schedule and manage music auditions, information sessions, and high-recruitment events (Pre-VU Days, college fairs, etc.).
• Communicate regularly with Admissions to ensure a seamless process for prospective students.
• Assist with documentation and tracking of scholarship awards.
  
  

Event and Ensemble Coordination

• Partner with ensemble directors to plan and execute concerts, all local, national, and international tours, and outside performance engagements.
• Coordinate department-hosted and assist with university events and festivals (e.g., Choral Festival, String Workshop, Solo/Ensemble Festival, Christmas Concerts, Convocation, Baccalaureate, Commencement).
• Develop event timelines, call sheets, and schedules for major performances.
• Arrange transportation, lodging, meals, and logistics for ensemble tours and off-campus events; travel with ensembles as needed.
• Assist in coordinating ensemble attire, equipment needs, and staging.
• Track event goals, attendance, expenditures, and revenue.
• Work with external vendors in the reservation of department equipment/spaces, providing contracts and creating invoices.
• Complete all honorariums for guest performers and lectures.
  
  

Department Resource Management

• Oversee repair, maintenance, and inventory of department equipment, instruments, sound gear, lockers, and music library resources.
• Manage performance licenses and track usage as required.
  
  

Marketing and Communications Support

• Generate content for department website, social media, newsletters, and promotional materials.
• Assist with the design, production, and distribution of concert programs and marketing pieces in collaboration with the Music Program Coordinator and University Marketing.
• Support recruitment and ensemble activity budgets through tracking and reporting.
  
  

Administrative Support

• Supervise assigned student workers and provide leadership for department support roles.
• Assist the Music Department Chair and Administrator with administrative projects and daily operations.
• Perform other duties as assigned to support departmental needs.
  
  

Minimum Qualifications

• A personal relationship with Jesus Christ and commitment to the mission and values of Vanguard University. \
• Bachelor's degree required; background in music, arts administration, event management, or a related field preferred.
• Strong organizational and project management skills with the ability to prioritize and handle multiple tasks.
• Excellent communication and interpersonal skills with professionalism in person, on the phone, and in writing.
• Ability to work collaboratively as part of a team and independently with initiative and follow-through.
• Proficiency in Microsoft Office Suite, Google Workspace, and general office software; experience with design platforms (Photoshop, Illustrator, Adobe Suite, MailChimp) a plus.
• Experience with event planning, stage management, and/or music performance strongly preferred.
• Basic knowledge of sound equipment and budget management helpful.
• Willingness to work evenings and weekends for concerts, festivals, auditions, and tours.
  
  

Salary

Full-time position. $22.00 to $24.00 (Hourly)

Placement within the salary range is commensurate upon education and experience. Posted salary range reflects anticipated hiring scale for the position. Vanguard University also offers a very competitive and generous benefits package.

To apply, please visit: https://recruiting.myapps.paychex.com/appone/MainInfoReq.asp?R_ID=7003486

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