Description

Position Overview:
The Operations Specialist for Music Organizations manages ensemble operations, concert production, touring coordination, student staffing, and special projects for Music Organizations, ensuring the successful execution of performances, events, and operational functions that support the artistic and educational mission of the ensembles managed by St. Olaf Music Organizations.
 

Essential Job Duties:

Concert production – 50% of time.

Manage and staff concerts on campus and others as needed for Music Organizations supported ensembles.
Plan and manage special events involving Music Organizations ensembles, including but not limited to special events and off campus concerts.
Manage and enter the schedule and calendar entries in R25 for set-up, rehearsal, performance and teardown for on-campus events for the ensembles supported by the Music Organizations office. 
Support departmental project management processes through the administration of Asana and other platforms as needed, maintaining project timelines, tracking deliverables, monitoring task completion, and providing project status updates.
Create and manage concert work orders and their distribution in conjunction with the Associate Director of Music Organizations. Ensure all concert arrangements are made in a timely manner, working with conductors, ensemble student managers, facilities, and on-campus partners.
Manage production inventory and secure all equipment for performances, including pianos, stage extensions, risers, podiums, shells, etc. For the St. Olaf Christmas Festival, manage certain stage logistics and assist with management of the St. Olaf Orchestra.
Oversee and coordinate guest artist logistics and travel coordination.
 
Office and student employment management - 20% of time.

Serve as the primary Music Organizations manager for all matters related to student employment, including hiring procedures, onboarding, keys and building access, payroll processes, wage guidelines, position classifications, and compliance with institutional policies and practices. 
Act as the departmental liaison with Human Resources, Payroll, Student Employment, and other campus partners regarding student staffing, policy interpretation, and procedural compliance.
Manage and maintain Music Organization office and storage spaces, materials, and equipment as needed.
Assist with budget and account management as requested.
Provide operational and organizational support for the Music Organizations office. 
Other duties as apparent or assigned. 
 
Ensemble touring – 15% of time.

Assist with touring and off-campus arrangements. This includes but is not limited to arranging group meals for tours, pack-outs, gathering and managing hotel information, gathering student information to create flight lists, hotel lists, dietary restrictions, etc.
Staff ensemble tour(s) and pre-tours as needed.
 
Supervisory responsibilities – 15% of time.

Hire, train, and supervise student work positions and their associated budgets, for on-campus ushers (including the St. Olaf Christmas Festival), usher manager, student concert manager, Resident Ensemble choral managers, and summer office assistants.
Train elected ensemble student leaders in managing their ensemble financial systems, including oversight of  dues collection processes, credit card reconciliation, and ongoing account balance tracking.
Supervise student managers in choir robe inventory including fittings, distribution, and cleaning.
 

Requirements

Required Qualifications:

Education: Bachelor’s degree or equivalent work experience.
 
Experience: 3+ years of experience working in arts administration, concert production, and/or event management; knowledge of music (instrumental and choral).
 
Other: Must maintain a valid driver’s license and meet St. Olaf College driver authorization criteria with a satisfactory driving record. Hold and maintain a valid passport.
 
Preferred Qualifications:

Education: Advanced degree and relevant coursework in arts management, music (education or performance) and ensemble performance.
 
Experience: Music ensemble and touring experience. Experience working in college or university administration. 5+ years of experience in a leadership role in concert production, ideally with a music ensemble at the college or professional level. Supervisory experience.
 
Desired Knowledge, Skills, and Abilities:

Ability to be flexible, innovative, proactive, positive, and composed under pressure.
Skill in working with an extremely high level of detail and visualizing the big picture.
Ability to problem-solve, learn quickly, and think critically.
Skill in using computer applications including word processing, Excel, database, and spreadsheet software.
Ability to manage and lead students, student workers, and volunteers.
Ability to be self-directed and prioritize with limited supervision.
Ability to be self-motivated on long term projects.
Ability to communicate effectively in both oral and written form.
Ability to always greet patrons and clients in a polite, courteous, and helpful manner.
Ability and willingness to support, respect and commit to embracing diverse backgrounds, values and points of view to build a strong and inclusive community including faculty, staff, students and constituents.