Music Events and Classroom Scheduling Coordinator

Arizona State University • Tempe, AZ

2d • Hybrid

About The Position

The School of Music, Dance and Theatre seeks a Coordinator to oversee music event scheduling activities, curriculum management, building security and facilities scheduling in department-controlled spaces in four campus buildings to ensure adherence with institute and university policies, practices and regulations. This position oversees facilities functions for the School of Music, Dance and Theatre that include but are not limited to coordination of event scheduling including faculty/guest artist/student recitals and ensemble concerts; maintains facility databases and calendars; processes room requests and reservations; serves as ISAAC manager for building security; and may act as an EH&S Safety Compliance Officer. In addition, the coordinator will build, manage, and track the academic schedule for music and serve as backup for dance and theatre, and implement processes related to course scheduling, including new/modify course form submissions. This position reports to the School of Music, Dance and Theatre Manager of Event Services and Keyboard Technology and in consultation with the Manager of Academic Affairs.

Requirements

• Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
• Demonstrated knowledge of Microsoft Office applications, Adobe Acrobat, google docs, Dropbox, PeopleSoft, Classroom Scheduling/ASTRA and Kuali; Experience in adapting to new technology.
• Demonstrated knowledge of basic project management.
• Experience in planning and organizing, problem solving and decision making.
• Experience in managing multiple details simultaneously.
• Experience in coordinating and prioritizing work and activities of self and others.
• Evidence of working effectively in a dynamic environment subject to changing priorities, tight cyclical deadlines and potentially conflicting outcomes.
• Ability to collaborate on teams and work with a wide variety of faculty, students, staff and the public.
• Experience in establishing and maintaining effective working relationships with populations.

Nice To Haves

• Background in music or the performing arts
• Experience with event scheduling and coordination
• Experience hiring and supervising student personnel

Responsibilities

• Manages and implements all processes related to semester class scheduling for Music.
• Works to ensure proper allocation of space needed to schedule semester classes, including but not limited to; courses, times, rooms, credits, final review space assignments, instructor assignments, etc.
• Enters all updates to music courses in PeopleSoft each semester and intersession according to accepted ASU deadlines.
• Manages and coordinates classroom assignments for all Music courses.
• Researches Instructor Class Funding issues and certify faculty effort each semester according to ASU deadlines.
• Work with external units to ensure that credit is received for music faculty teaching combined section and cross-listed courses.
• Researches class scheduling and room conflicts and works to resolve issues in a timely manner.
• Manages and coordinates weekly area recitals, undergraduate showcase recitals and performance hall classes in the Music Performance Hall Calendar.
• Schedules rooms throughout each semester as needed for ad hoc class breakout sessions, master classes, performance rehearsals, meetings, etc.
• Coordinates new and modified Music course request information with faculty according to ASU approval deadlines.
• Performs special projects and reports as requested, including but not limited to enrollment lists, data reports, and distributions lists.
• Manages and coordinates all Music events including the gathering of technical event information from faculty, staff and students and distribution to Music appropriate events personnel.
• Schedules dress rehearsal time in performance halls as needed throughout the semester.
• Gathers season event information according to an accepted priority and deadlines then enter into the Music Performance Hall Calendar.
• Researches and resolves calendaring and event issues.
• Works with outside facilities to arrange community-based concerts.
• Creates and distributes appropriate programs for all events scheduled in facilities.
• Hires, supervises and reconciles paid time for Performance Events student workers.
• Manages and coordinates updates to the Performance Hall Scheduling System including setting up recital scheduling dates each semester and communicating scheduling dates with students, faculty and staff.
• Gathers information for and advertise all Music events on ASU Events calendar according to ASU and HIDA procedures.
• Compiles season information for Music communications staff and update as needed.
• Compiles ticketed event information for box office staff and update as needed.
• Serves as ISSAC Segment Manager for Music buildings, including setting up weekly classroom schedules.
• Provides SunCard access to Music students, faculty and staff according to ASU and Music policies.
• Works with Business Operations Manager to maintain annual area budget.
• Manages and coordinates Music building facility rentals according to Institute policies and guidelines.
• Act as scheduling liaison for Music students, faculty and staff who need spaces in other campus buildings.
• Represents the college/department and serves on various department and university committees.
• Additional responsibilities as deemed appropriate and necessary by school leadership.

Benefits

• Salary and wages paid
• Comprehensive package of affordable benefit plans and programs
• Access to world-class educational opportunities at deeply discounted rates
• Flexible work options
• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level