Youth Symphony and Classical Orchestra Manager & Operations Assistant

The Youth Symphony Manager and Classical Orchestra & Operations Assistant will provide managerial, organizational, and administrative support for the Grand Rapids Youth Symphony (GRYS) and the Grand Rapids Symphony Production Team. Reporting to the Senior Director of Community Engagement & Education, this position is central for the smooth execution of operational administration, projects, and communication. Additionally, support community engagement initiatives while taking on the liaison responsibility between our Grand Rapids Symphony and Grand Rapids Youth Symphony and Classical Orchestra.

This is a full-time, exempt position that requires regular availability during evenings and weekends.

• Prepare and execute yearly membership registration, including recruiting, collecting fees, completing onboarding procedures, and supporting outreach efforts.
• Manage and attend all rehearsals and concerts including set‑up and teardown.
• Coordinate the video and audio recording of each concert.
• Support parent volunteer program in ways such as recruitment and coordination.
• Work with Music Director and Senior Director of Community Engagement & Education to develop program budget for each season.
• Create and upkeep season calendars as well as secure venues and send production memos ahead of concerts.
• Responsible for overall distribution, collection, and inventory of GRYS instruments.
• Plan and execute the annual rehearsal retreat.
• Communicate, prepare, and execute yearly auditions, competitions, and awards.
• Preparation of program pages/content in tandem with conductors and Development team.
• Maintain updated databases of all students related to the organization, including auditioned non‑participants as well as directors and private teachers.
• Act as primary contact for all student participants, families, private teachers, and band directors such as organizational announcements, conductor rehearsals, and student attendance updates.
• With the Marketing Department, oversee design and ordering of season promotional materials as well as social media posts (ex. Facebook, Instagram) with regular content updates.
• Manage and update organization’s website.
• Record attendance at each rehearsal and uphold organization attendance policies.
• Address issues and/or concerns with the Music Director and Senior Director of Community Engagement & Education.
• Coordinate with the Music Director and conductor(s) the hiring of coaches, judges, and substitute musicians for rehearsals and performances.
• Assist in the planning and coordination of various tours, such as family paperwork, instruments, and other tour details with the tour company, as required.
• With the GRS Library, ensure charts are prepared for distribution to musicians, and report music performed at all concert series to all appropriate performance licensing organizations and ensure annual fees are paid.
• All other duties as assigned.

• Review and code production invoices, expense reports, settlements, and credit card statements.
• Alongside the Patron Engagement Coordinator, help organize logistics for community events and audience engagement activities.
• Think creatively and explore new and innovative ways to enhance the concert experience.
• Assist in grant writing and applications, including gathering and tracking data, forming narratives, and sourcing new grant opportunities for operational programming and initiatives.
• Create and track conductor questionnaires for each season.
• When needed, provide support for Symphony Scorecard and other associated Community Engagement & Education programs, including correspondence, scheduling, and event support.
• Serve as Manager on Duty for services and assist with other concert duties, as needed.
• Assist the Personnel Manager with planning and on‑site logistics during auditions.
• Other duties as assigned.

• Bachelor’s degree in music or related field preferred. In lieu of education, at least 2 years of relevant professional experience is encouraged.
• Music or music teaching background and/or experience working with an arts organization; knowledge of full orchestra…