Instrument Cooperative Service Project Manager

The Instrument Cooperative Service (CoSer) Project Manager leads the planning, procurement, implementation, and ongoing management of school music instrument projects for participating districts. Working closely with Fine Arts Directors, vendors, and purchasing staff, this role ensures districts receive high-quality instruments through an efficient, compliant, and sustainable purchasing process. The position also provides inventory oversight, project coordination, and customer support to maximize the value of the CoSer.

• Manage multiple instrument procurement projects from planning through completion.
• Coordinate with Fine Arts Directors and music educators to develop multi-year instrument replacement and sustainability plans.
• Lead the public bidding process in collaboration with the Purchasing Department, including RFP development, vendor evaluation, purchase orders, and procurement compliance.
• Build and maintain relationships with music instrument vendors to ensure quality products, timely delivery, and effective professional development.
• Evaluate and maintain recommended instrument lists based on quality, reliability, educational needs, and industry trends.
• Oversee instrument receiving, inventory, asset tagging, serialization, and tracking using the Da Capo inventory system.
• Coordinate delivery logistics, monitor shipments across multiple projects and vendors, and resolve ordering or inventory discrepancies.
• Ensure specialized instruments receive appropriate setup and preparation prior to district delivery.
• Support districts through training and ongoing coaching in the use of the Da Capo inventory system.
• Promote the Instrument CoSer by communicating its value and expanding participation among component districts.

• Bachelor's degree or 3–5 years of experience in project management, procurement, or a related field.
• Experience in a school district or BOCES business office is highly desirable.
• Familiarity with school music programs and musical instruments is preferred.
• An equivalent combination of education and experience will be considered.

• Strong project management, organization, and time management skills.
• Knowledge of public procurement and competitive bidding processes.
• Experience managing vendor relationships and negotiating services.
• Excellent communication and collaboration skills.
• Ability to analyze information and make informed purchasing recommendations.
• Proficiency with Excel, Google Sheets, inventory systems (such as Da Capo), and project management tools.
• Understanding of instrument inventory management, maintenance, and music education needs.
• Ability to provide training, technical support, and outstanding customer service to participating districts.

The successful candidate is highly organized, detail-oriented, collaborative, and customer-focused. They are comfortable managing multiple projects simultaneously while building strong relationships with districts, vendors, and internal departments to deliver exceptional service and sustainable solutions for school music programs.