Skip to content

Ensembles Program Coordinator

Requisition Number:

41387

Location:

Boulder, Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

07-Aug-2022

Date Posted:

29-Jul-2022

Job Summary

The College of Music at CU Boulder encourages applications for an Ensembles Program Coordinator! The Coordinator provides professional programmatic support for the College of Music's athletic bands and the large ensemble music programs in Band, Choral, Jazz and Orchestra. This position also supports academic-year ensemble events for high school and middle school participants, such as the CU Honor Band Festival and Honor Reading Choir, and supports ensemble summer programs, which include conducting symposia and summer music academies.

Support includes procurement, travel coordination, public communication, registration management, and budget management. This position is responsible for creating new or changing existing processes to reflect the activities and mission of the various programs and advising ensemble directors on policies. This position reports to the Assistant Dean for Budget & Finance in the central administrative office of the College of Music to enable close collaboration and partnership with colleagues in the areas of finance, operations, and communications. The allocation of time toward job duties for this position is cyclical in nature, which means that the percent-time devoted to some duties will increase on a concentrated, seasonal basis.

We are looking for someone with strong organization and interpersonal skills who has a passion for supporting the arts!


The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The College of Music (COM) is one of the top comprehensive music schools in the country, situated within an internationally recognized research university in America's top place to live. Since 1920, the CU Boulder College of Music offers a wide range of programs for undergraduate and graduate study, integrating advanced musical training with professionally oriented experiences and the rich resources of a leading research university. Award-winning performers, scholars and composers, college faculty are deeply dedicated pedagogues supporting students' success in their musical endeavors—whether their passion is to teach, perform, compose, research or rethink music entirely.

What Your Key Responsibilities Will Be

Program Assistance- Marching Band

Working in close collaboration with the Director of the Golden Buffalo Marching Band (GBMB) and the Assistant Marching Band Director, provide professional administrative support for the Marching Band and the Buff Basketball Band. Support includes but is not limited to:

  • Marching band pre-season purchasing of instruments, equipment, music, supplies, uniforms, etc., making independent decisions on the most efficient, cost-effective method of procurement in-line with university purchasing policies and procedures.
  • Coordination of early dorm move-in and other logistics related to pre-season marching band camp.
  • Management of the annual process for public sales of 100 tickets per game for six home football games; process includes listserv communication, ticket order management through Google forms and Outlook email, management of ticket payments, and digital transfer of electronic tickets to ticket purchasers.
  • Coordinate student participant payments for returning marching band members, holiday basketball games, etc.
  • Manage scheduling, space reservation, catering and other logistics associated with the annual marching band awards banquet.
  • Conduct purchasing and planning support for the High School Spring Showcase, a recruitment event for prospective students.

Program Assistance – Large Ensembles

Provide professional administrative support for the large ensemble music programs, which include Bands (ensembles are the Wind Symphony, Symphonic Band, Concert Band and Campus Band), Choral (ensembles are the CU Chamber Singers, University Choir, CU Treble Chorus, and CU Festival Chorus), Thompson Jazz (ensembles are the Concert Jazz Ensemble, Jazz Ensembles II & III, Latin Jazz Ensemble, Vocal Jazz, and Jazz Combos), and Orchestra (ensembles are the University Symphony Orchestra, Philharmonia Orchestra, Chamber Orchestra, and Campus Orchestra). In providing this administrative support, this position works collaboratively with the Director of Bands, Director and Associate Director of Choral Studies, Director of Thompson Jazz, and the CU Orchestra Director. This position develops procedures for new events hosted by the ensemble programs, determines and implements standard practices for large events and ongoing operations, and advises ensemble directors on applicable university policies. Administrative support includes but is not limited to:

  • Manage several aspects of the annual ensemble audition process, including collection of audition excerpts, updates to the audition webpage, and creation of the audition sign-up process in CVent.
  • Communicate with CU Presents to manage website updates for ensembles.
  • Track ensemble performance program deadlines and ensure timely submittal of program information.
  • Communicate with Macky Auditorium regarding large ensemble performance needs (rehearsal times, ensemble set-up, etc.).
  • Manage the StoreFront for collection of online payments for choir uniforms, CU Festival Chorus community member participant fees, etc.
  • Coordinate and process guest artist travel, hotel reservations, reimbursements, and honorarium.
  • Provide general administrative support to the ensemble directors and conduct procurement of ensemble music and supplies.
  • Reserve venue, approve menu, and manage procurement for the Holiday Festival faculty, staff, and student performer appreciation dinner.

Program Assistance – Academic Year HS/MS Festivals

This position supports academic-year ensemble events for high school and middle school participants. Events and duties include:

  • CU Honor Band Festival – communicate with CU Presents to manage Honor Band website updates, communicate with band directors & parents, manage the collection and distribution of online auditions, connect with applied faculty, collect participant fees, facilitate guest conductor travel & hotel reservations, reserve Imig and Macky spaces as needed for the festival, etc.
  • Honor Reading Choir - collect participant fees, manage guest conductor travel & hotel reservations.
  • Chamber Choir Festival - manage guest conductor travel & hotel reservations.

Program Assistance – Summer Programs

This position supports ensemble summer programs, which include a one-week Conducting Symposia (featuring the Wind Band Conducting Symposium and the Orchestral Conducting Symposium), a one-week High School Summer Music Academy, and a one-week Middle School Summer Music Academy. Administrative support includes but is not limited to:

  • Manage website updates for summer programs.
  • Create event registration and establish an event budget by using historical trends to project revenue and expense.
  • Develop and implement professional communication with event listservs, individual participants, and participant parents.
  • Purchase music, supplies, and event catering, making independent decisions on the most efficient, cost-effective method of procurement.
  • Coordinate and process guest artist travel, hotel reservations, reimbursements, and honorarium.
  • Coordinate payments for ensemble participants, camp counselors, and other temporary instructional staff.
  • Schedule rooms in Imig, coordinate with campus departments for dorm room reservations and parking, and independently determine necessary steps and take action to be aligned with campus policies.

Ensemble Travel Organization

  • In coordination with the College of Music Travel and Procurement Coordinator, organize group travel for the large ensembles by making air and/or ground transportation arrangements, lodging reservations, facilitating requests for per diem allowances, and procuring food for bus travel.

Financial Management

  • Reconcile ensemble department financial reports and track budgets to provide faculty directors with regular, timely budget information and guidance.
  • Monitor summer program activity budgets by analyzing historical expenses and projecting expenses associated with anticipated needs. Recommend changes that will need to be made to the department programs to maintain a positive balance and avoid deficits.
  • Attend weekly meetings as a member of the COM finance team and be a collaborative colleague with members of the finance, operations, and CU Presents teams.

Be a designated travel cardholder for the college and in this capacity:

  • Stay current on all college, campus and system policies related to travel.
  • Interpret and use knowledge of policies and standard methodologies when booking travel arrangements for ensemble guests, students and faculty.
  • Submit travel expense reports in a timely and accurate manner.

Be a designated procurement cardholder and CU Marketplace purchaser for the college and in this capacity:

  • Process purchases via procurement card and CU Marketplace for the ensembles and ensemble programs.
  • Process honorarium payments via CU Marketplace.
  • Submit procurement card expense reports in a timely and accurate manner.
  • When needed, assist faculty director procurement cardholders with their expense reports.

What You Should Know

Regular schedule Monday through Friday with some events on evening and weekends. Position will primarily be in-person but may be eligible for a hybrid work agreement in alignment with campus policies on work modality.

All University of Colorado Boulder employees are required to align with the campus COVID-19 vaccine requirement. New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.

What We Can Offer

Annual Salary Range is $50,000-$52,000. Limited relocation assistance available.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be collaborative. Be dynamic. Be Boulder.

What We Require

  • A Bachelor’s Degree and one year of experience in an occupational field related to the work assigned to the position. Additional appropriate experience may substitute for the required education on a year-for-year basis.

What You Will Need

  • Digital literacy with Microsoft Office and Google Workspace.
  • Strong organizational and time management skills.
  • Ability to think independently and problem solve.
  • Outstanding customer service skills.
  • Effective and collegial communication skills - written and verbal.
  • Ability to interact with public.
  • Ability to adhere to due dates and construct schedules.
  • Ability to forecast program revenue and expense.

What We Would Like You To Have

  • Experience with planning and implementing events.
  • Experience with purchasing and financial management.
  • Experience with Cvent, Marketing Cloud, CU Marketplace or other similar software systems.
  • Knowledge of music and experience working with ensembles.

Special Instructions

To apply, please submit the following materials: 
  1. A current resume. 
  2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
We may request references at a later time.

Please apply by August 7th, 2022 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu