Summer Arts & Ensemble Coordinator
Baldwin Wallace University
Community Arts School
Department/Division: Community Arts School
Classification: Administrative Staff
Status: Part-time, hourly (non-exempt) position. Up to 30 hours per week, with overtime permitted during peak camp weeks.
Work Schedule: Up to 30 weekday hours per week, as agreed upon with the Director. Some evening and weekend hours may be required.
Reports To: Director, Community Arts School
Job Summary: Under the direction of the Director of the Community Arts School, the Summer Arts & Ensemble Coordinator serves in a team environment to support and coordinate BW Community Arts School summer arts programs and academic year ensembles.
Essential duties, tasks, and responsibilities:
The following outlines the essential functions of the position and is not to be considered a detailed description of all duties inherent in the position.
- Plan and Manage Summer Arts Programs.
- Secure and confirm spaces, dorms, dining, field trips, transportation in a timely manner.
- Hire all related student and professional instructors – includes interviewing, contracting, and training. Assist and advise in hiring of individual camp directors.
- Create online registration, update website, and update forms and policies.
- Set schedules for campers, student counselors, directors and support staff.
- Coordinate the ordering of supplies including music, snacks, lanyards, etc.
- Compose and schedule proactive communication with all stakeholders.
- Manage one seasonal Summer Camp Chief of Staff.
- Strengthen relationships with CAS and BW Faculty to ensure quality and relevance of CAS program offerings to drive revenue and enrollment.
- Develop and maintain relationships with area schools to spread awareness about CAS programs.
- Work collaboratively with COPA and CAS faculty and staff.
- Monitor summer budget and track expenses in collaboration with the Director.
- Other duties as assigned.
- Manage CAS Ensembles (Women’s Chorus, Men’s Chorus, New Horizons Band & Orchestra).
- Support ensemble conductors.
- Work collaboratively with BW Music Education faculty to support and train BW student assistants, sectional teachers, and service learners.
- Communicate regularly with faculty and conductors, ensuring unified vision and understanding of programmatic needs.
- Provide timely and clear communications to all stakeholders in a proactive and responsive manner.
- Manage logistics of rehearsals and concerts, including stage and rehearsal set-up, concert program production and front-of-house responsibilities.
- Reserve rehearsal and concert spaces in tandem with BW Conservatory staff and external contacts, when appropriate.
- Purchase music as requested by directors and manage preparation of music folders and other classroom materials.
- Oversee CAS music ensemble library and ensure ongoing accuracy of files
- Monitor summer budget and track expenses in collaboration with the Director.
Qualifications: College degree required; music and/or arts background preferred. Possess excellent writing and communication skills. Proficient with Microsoft & Google products, web/database software, and the ability to learn new applications. Demonstrated organizational skills and the ability to build relationships. Ability to multi-task, meet deadlines, and solve problems.
Conditions of Employment: Employment is contingent upon successful completion of a background check appropriate for working with minors, meeting all applicable pre-employment requirements, and compliance with University and departmental policies, including completion of required trainings.
Working Conditions and Physical Requirements: Work is normally performed in a typical interior/office work environment. Moderate physical effort may be required at times, including lifting and carrying materials weighing up to 30 pounds. No or very limited exposure to physical risk.
Compensation: A competitive hourly rate. Part-time employees may be eligible for select benefits, which may include tuition benefits (subject to eligibility requirements) and paid time off, in accordance with institutional policies.
Baldwin Wallace University is an EEO employer and educator. We provide reasonable accommodations to applicants and employees in accordance with applicable federal, state, and local laws. At BW, we support and encourage diversity in a variety of forms. We value and appreciate inclusive excellence in the classroom, within extracurricular activities and as we engage our community partners.