Music Department Coordinator

St. Olaf College • Northfield, MN

2d • $19 - $21 • Onsite

About The Position

The Music Department Coordinator supports the planning, scheduling, and execution of departmental performances and events. This role manages event logistics, coordinates communication across faculty and staff, supervises student workers, and ensures accurate documentation and promotion of department activities.

Requirements

• Bachelor's degree or equivalent work experience
• Strong organizational and project management skills
• Ability to manage multiple deadlines and coordinate complex schedules
• Effective written and verbal communication skills

Nice To Haves

• Experience working with event planning, scheduling systems, or academic environments preferred
• Graphic design or layout experience

Responsibilities

• Event Scheduling and Calendar Management
• Coordinate and organize department events, including student recitals and auditions
• Maintain multiple calendars and scheduling systems
• Collaborate with the Music Organizations office on scheduling and event logistics
• Collaborate with faculty to organize faculty and guest recitals
• Organize sign up procedure for the year's junior and senior recital scheduling
• Reserve and schedule performance and rehearsal spaces for music department events
• Share event information with recording staff and piano technicians
• Add events to house and stage management schedules and recital planning calendars
• Distribute weekly event calendar communications with updated event information
• College Room Scheduling
• Serve as the primary room scheduler for music buildings and Boe Chapel
• Coordinate room usage to support academic, rehearsal, and performance needs
• Student Employee Supervision (House and Stage Managers)
• Recruit and hire student workers in the spring for the following academic year
• Conduct initial training during the first Saturday after classes begin
• Maintain and monitor shift sign‑up calendars
• Send shift reminders and provide ongoing training and support as needed
• Event Promotion and Poster Design
• Design and print promotional posters for department and ensemble events
• Ensure materials align with departmental and institutional standards
• Concert Program Production and Records Management
• Gather and format program information for department events
• Oversee printing and preparation of concert programs
• Submit program information to BMI, ASCAP, and SESAC as required
• Maintain organized event records, including archival program binders
• Maintain the Student Information System with performance and attendance information
• Facilities Coordination
• Submit and track CHM and facilities work orders related to events and departmental needs

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level