Ensemble Logistics Coordinator - Part Time

Washington and Lee University•Lexington, VA

11d•$21

About The Position

The Ensemble Logistics Coordinator supports the university choral and instrumental ensembles by assisting ensemble directors with various rehearsal, performance, and tour-related tasks and activities. This role involves working closely with ensemble directors, staff, members of the university community, and external parties to help address identified needs and support ensemble operations. Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Requirements

High school diploma or equivalent; associate or bachelor’s degree preferred.
At least 1–2 years of experience in administrative support, event coordination, or performing arts logistics preferred.
Strong organizational and time-management skills with the ability to manage multiple tasks and deadlines.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
Ability to work collaboratively with faculty, students, and guest artists.
Availability to work occasional evenings and weekends based on performance schedules.

Responsibilities

Assist with organizing and maintaining ensemble music scores and parts, including filing, stamping, and boxing new music and updating library databases as directed.
Prepare and assemble printed music scores and rehearsal folders, as necessary, under the direction of ensemble leaders.
Process music score rental requests and maintain related documentation, as necessary.
Assist ensemble directors with preparing standard contracts for professional musicians using approved templates.
Prepare and issue contracts to professional players.
Submit payment requests and related paperwork through Workday in accordance with departmental and university policies.
Distribute music materials and logistical information to contracted musicians as directed.
Coordinate lodging for professional players as necessary.
Assist ensemble directors with tour planning, including arranging hotels, bus transportation, flights, group meals.
Compile itineraries and prepare necessary documentation such as passenger lists.
Communicate with venues and campus partners to confirm logistical details.
Assist with coordinating promotional materials and event information with venues as requested.
Securing rights permissions as directed. Examples include mechanical licenses for media production, sync licenses for livestreaming of events or placing recordings online, and other types of necessary permissions.
Serve as a point of contact for routine music library inquiries and manage check-out/check-in procedures.
Prepare documents requiring approvals and route materials for signatures in accordance with the university’s Business Office and appropriate signing authority.
Collect and submit organized records of contracts, travel documents, and licensing agreements and send to designated departmental and university contacts for recordkeeping purposes.
Collaborate with the Alumni Office to coordinate performances at alumni events during tours.