Ensemble Program Administrator

About the Job

The Ensemble Program Coordinator works with School of Music (SoM) faculty and staff to coordinate a wide range of public activities. 75% of this position is devoted to coordinating activities of the School's Marching and Athletic Bands, with the remainder focused on other SoM ensemble-based public and recruitment events. This role serves as a strategic bridge between our ensemble programs, University stakeholders, and members of the public to ensure that high‑visibility performances and festivals align with the SoM's overarching goals.

The successful candidate will work with faculty and SoM administration to ensure the smooth functioning of all major SoM events and performances. This is a hybrid optional position with offices located in Ferguson Hall and Huntington Bank Stadium, and in‑person work is required on occasional evenings, weekends, and holidays.

• Marching and Athletic Band Events: Work with the Director of Marching and Athletic Bands (MAB) to ensure the smooth planning and execution of all MAB events, including Spat Camp, football games, High School Band Day, the Indoor MAB concerts, recruiting events, awards ceremony, bowl games, NCAA & Big Ten travel, and other public appearances by the bands.
• Signature Events & Workshops: In addition to MAB events, manage logistics for non‑curricular, public‑facing events, including the Wind Band Conducting Workshop, Concert Band Festival, High School Honor Band, Jazz Festival, and composer and guest artist residencies. Coordinate all aspects of registration, scheduling, and hospitality for such events.
• Logistics & Planning: For MAB and SOM Large Ensembles, handle budget preparation and reconciliation, professional service contracting, travel arrangements for visiting guests, and on‑site execution for all managed events.
• Strategic Alignment: Provide leadership in developing common processes within MAB and SOM Large Ensembles to align programming with recruitment and admissions goals.
• Safety & Compliance: Manage the Safety of Minors process for all MAB and SOM Large Ensembles‑related activities, ensuring background checks and training are completed for all staff and volunteers.
• Touring Support: Coordinate logistical planning for MAB and SOM Large Ensemble regional, national, and international ensemble tours and events, including transportation, housing, and performance venue contracts.

• Promotion & Storytelling: Collaborate with the SOM Communications team to develop marketing stories and recruitment materials that highlight ensemble achievements and student experiences.
• Digital Presence: In collaboration with Faculty and MAB media staff, manage social media content scheduling and production for ensemble accounts; oversee student‑led content creation to ensure brand alignment.
• Donor Relations & Stewardship: Manage MAB and SOM Large Ensemble alumni data in the Donor Management System (DMS) to track engagement; coordinate "Give to the Max Day" initiatives and scholarship acknowledgement letters, and uploads.
• Alumni Engagement: Coordinate with the Faculty and Band Alumni Society for major events and reunions.

• Personnel Management: Supervise MAB instructors, student workers, office assistant, and student social media coordinator (as needed).
• Process Oversight: Delegate and oversee human resources and finance processes related to student worker and MAB instructor hiring, time approval, and performance management.
• Committee & Liaison Service: Represent the Ensemble Division at School of Music administrative meetings and serve on department committees (e.g., recruitment committee) as needed.
• Inventory Management: Oversee the purchase and maintenance of administrative supplies and equipment for the ensemble offices.

• Bachelor's degree plus two years of project/event management experience (or six years of combined education/experience).

• One year of supervisory experience.
• Demonstrated experience in event logistics within the arts and two or more years of supervisory experience. Experience with UMN systems…