Orchestral Program Coordinator

We are seeking a dedicated and experienced program manager to oversee the operations of our orchestra. This is a unique opportunity to join our team and play a vital role in shaping the next generation of orchestral musicians. "> Job Description:

This position is primarily responsible for supporting the orchestral program, managing rehearsals, coordinating sectional tutors, and overseeing the concert season. The program manager will work cross-functionally with internal departments to ensure that all logistical and technical needs are met for efficient rehearsal execution and concert production.

• Rehearsal Planning : Collaborate with the management team and conductor to plan and manage the rehearsal calendar. Secure venues, schedule sectional rehearsals, coordinate changes, and ensure that all logistical and technical needs are met for efficient rehearsal execution.
• Music Library Coordination : Work with music librarians to ensure that all orchestral scores and parts are available, marked, and distributed in a timely and accurate manner. Monitor copyright compliance and ensure musicians have the necessary materials for productive rehearsals.
• Operations Management : Oversee logistical and technical support for all rehearsals and concerts - stage management, room setup, equipment logistics, technical requirements, and smooth transitions between pieces or sessions.
• Performance Quality : Maintain high performance standards at all events. Ensure technical elements are well-executed, support the musician's needs, and troubleshoot any issues that arise during rehearsals or live concerts.
• Season Planning : Develop and manage the annual concert season, including coordination with conductors, venues, tutors, and technical teams. Create a comprehensive calendar with all related rehearsals, performances, and deadlines.
• Administrative Support :"> Manage member attendance and leave of absence requests. Prepare and manage technical riders for venues. Process tutor claims and other reimbursements. Coordinate instrument transportation and logistics for concerts, tours, or off-site rehearsals.
• Stakeholder Communication : Serve as the primary point of contact for members, parents, tutors, and other stakeholders regarding rehearsal schedules, concert logistics, and general queries via email.
• Auditions : Organise and manage audition processes, including scheduling, communications with applicants, preparation of materials and venue setup. Ensure a smooth and professional experience for all candidates.

Programme & Member Management:

• Programme Development : Support the head of the program in creating and enhancing educational and artistic programs. This includes new initiatives, collaborations, enrichment activities, and external engagements that support student development.
• Tutor Coordination : Schedule and manage sectional tutors for rehearsals and workshops. Ensure tutors are well-supported with clear schedules, communication, and materials. Oversee tutor contracts and the timely processing of honoraria or claims.
• Member Engagement & Welfare : Foster a supportive environment for young musicians. Plan social and bonding events, facilitate open communication with members, and address concerns or conflicts in a fair and empathetic manner.
• Disciplinary Oversight : Maintain member discipline and standards. Implement and monitor compliance with the program's code of conduct. Address behavioural issues and support student development and accountability.

Marketing & Communications Support:

• Liaison with Communications Team : Act as the primary liaison with the marketing department. Ensure program messaging and branding align with the group's strategies and standards. Collaborate to plan content timelines and campaign rollouts.
• Promotional Materials Coordination : Manage the preparation and approval of publicity materials, including concert posters, program booklets, and other collateral. Ensure accuracy of information, provide timely inputs, and maintain branding consistency across all platforms.

Administrative Responsibilities:

• Email & Stakeholder Communication : Respond promptly to queries from parents, teachers, members, and external partners. Maintain clear records and ensure consistent communication across all channels.
• ArtsVision Integration : Assist in using the ArtsVision system for scheduling, data management, and performance records.
• Stakeholder Engagement : Cultivate positive relationships with parents, educators, external arts groups, and corporate partners. Represent the program at relevant events and act as an ambassador for the program's mission and values.
• Quarterly Reports : Prepare and submit quarterly updates on all operational, program, marketing, and administrative matters. Reports should include status updates, challenges, milestones, and data-driven insights.
• Ad-Hoc Projects : Take on special assignments as delegated by the head of the program. Contribute ideas and execution support to projects that align with the long-term strategic goals of the program.

Requirements:

• Diploma or Degree : In music, arts management, education, or related fields.
• Minimum 5 years' Experience : Working in the education or youth development sector, with a genuine interest in mentoring and supporting students.
• Proven Track Record : In student engagement, event or concert production, or program coordination.
• Possesses a Music Background : Preferably with orchestral or band experience (e.g. as a performer, educator, or administrator).
• Familiarity with Music Score Preparation : Rehearsal processes, or concert logistics.
• Effective Project Manager : With strong organisational, logistical, administrative skills, and a keen attention to detail.
• Thrives in a Collaborative Environment : And can manage multiple priorities.
• Strong Written and Verbal Communication Skills .
• Proficiency in Microsoft Office ; Familiarity with CRM or scheduling tools is a plus.
• A Passion for Youth Development : And the performing arts.