Full-Time Program Manager
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Job Description
Position Title: Program Manager
Structure: Full-Time, exempt
Supervisor: Executive Director
Summary
The Program Manager is responsible for coordination and implementation of all logistical aspects of the Youth Symphony of Kansas City’s artistic program, including each of the program’s four full orchestras and all other programmatic endeavors and processes. This individual collaborates with administrative and artistic staff to ensure that program goals and needs are met and serves as the primary point of contact for participating families.
Primary Duties
Program
Artistic Planning and Support
- Ensure the entire, effective execution of all logistical aspects of the organization’s artistic program
- Coordinate repertoire selection for all ensembles with artistic staff
- Collaborate with artistic staff in preparation of chair audition materials and other needs
- Manage all music preparation for all ensembles, including ordering music and preparing parts,
scores and folders - Manage and facilitate all back-of-house aspects of concerts and events
- Keep records of all concert and event details including venues, repertoire and schedules
- Maintain routine communication with artistic staff regarding program aspects
- Oversee and coordinate selection of all volunteer positions; train parent volunteers and monitor effectiveness
- Maintain, update and catalog music library
- Collaborate with Artistic Staff and Executive Director in season and concert planning
- Coordinate the master schedule of concerts and rehearsals for all ensembles
- Attend Artistic Planning Meetings and other artistic-related meetings as requested
- Attend all concerts and program events as requested
- Attend rehearsals of all ensembles intermittently and as requested
- Perform other duties as assigned
Audition Process
- Coordinate and execute all aspects of annual program auditions (between 400-600 registrants)
- Collaborate with Artistic Staff and Executive Director in identifying and executing program
recruitment strategies and audition promotion - Mail and distribute audition materials, visit and call schools and teachers
- Track all audition registrations and send written and electronic confirmation to registrants
- Create, maintain and execute audition schedule
- Hire and prepare audition adjudicators
- Process audition results and coordinate with Artistic Staff and Executive Director upon conclusion of auditions to complete ensemble placement
- Mail acceptance letters and other supplementary registration materials
- Track all acceptances and declines and aid in ensuring ensemble personnel needs are met
throughout the season as needed
Communications
- Serve as primary administrative contact for participating musicians and families
- Generate parent/musician communications including concert logistics reminders and other such communications throughout the season
- Manage the production of all registration materials and season handbook
- Prepare materials for inclusion within concert program book, season handbook and audition brochure
- Assist in updating website content and social media initiatives as requested
Administrative
- Assist in maintaining database records, primarily current musicians and families as well as educators
- Track expenditures for program line-items including program equipment/instruments,
music purchase/rental, venue rental and sectional coaching - Manage rental contracts and relationships with contacts at rehearsal and performance venues
- Perform other duties as assigned
Desired Qualifications
- REQUIRED: Bachelor’s degree in music or music education (or comparable combination of
education and experience) - Prior successful experience in arts administration preferred
- Meticulous attention to detail, accountable and professional
- Ability to work independently and take initiative in a small staff environment
- Ability to effectively manage concurrent projects and priorities with differing deadlines
- Excellent interpersonal skills; excellent oral and written communication skills
- Advanced computer abilities in Microsoft Excel, Microsoft Word, Adobe Acrobat, database management; general working knowledge of database management principles
Compensation, Benefits and Workload
Compensation: $32,000-$36,000
Benefits: Health and Dental (premiums are 100% employer-paid), LTD (employee opt-in), flexible work environment
Workload: This position is a full-time, salaried position, with a workweek structure of 9 a.m. – 5 p.m., Monday-Friday. Evening and weekend hours – in particular, Sunday afternoons – are required intermittently and counted one to one as flex-time from within the regular workweek. Offers of employment are contingent upon a successful criminal background check. This process will be executed during the final stages of the hiring process.
How to Apply
Send a letter of application, resume and references via email to hr@youthsymphonykc.org. Materials should be in PDF or Microsoft Word format. Application deadline is Thursday, January 31. No phone calls, please.
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