Music Department Coordinator

Position Title: Music Department Coordinator
Department: Music Department
Classification: Non-Exempt                 
FTE: 0.83
Work Schedule: Monday - Friday, six hours between 8:00 AM - 5:00 PM during the academic year; fewer hours per week during the summer. This is a year-round position.
Work Location: On Campus
Hourly Rate: $19.00 – $21.00
 

Position Overview:
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.

Essential Job Duties:

• 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.

Supervision Received and Exercised:

• Reports to the Department Chair of Music.
• This position supervises student workers.

Required Qualifications:

• Education: 
  • Bachelor's degree or equivalent work experience.
• Experience: 
  • Strong organizational and project management skills.
  • Ability to manage multiple deadlines and coordinate complex schedules.
  • Effective written and verbal communication skills.
  • Experience working with event planning, scheduling systems, or academic environments preferred.
  • Graphic design or layout experience.

Prerequisites:

• Employment in this position is conditioned upon successful completion of a background check which may include: criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of DOT certification, a credit check, employment eligibility verification, and/or a pre-employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College.  Please note, St. Olaf College reserves the right to conduct periodic background checks at its sole discretion.

Disclaimer:

• This position may require you to report early, stay late or work different shifts depending on staffing levels. It may also require you to perform all essential job functions whenever needed and during campus emergencies when necessary.
• This job description is for general information purposes.  It is not intended to list all duties and responsibilities of the position.  This job description is subject to change at any time by St. Olaf College, with or without prior notice.
• Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Join Our Community - Work at St. Olaf!

Founded in 1874, St. Olaf College is a residential, coeducational liberal arts college with approximately 3,000 students and 800 faculty and staff. The college is located on a picturesque 300-acre campus in Northfield, Minnesota, a vibrant, historic river town of 20,000 located 45 minutes south of culturally rich and diverse Minneapolis and St. Paul. 

The college offers an academically rigorous, nationally ranked liberal arts education that fosters the development of the whole person in mind, body, and spirit and emphasizes learning in an inclusive and globally engaged community. We encourage applications from candidates committed to multicultural understanding and the enrichment of our diverse community.

The college offers a comprehensive benefits package, including a 9% retirement match, contributions to eligible employees' health savings accounts, a significant tuition discount (up to a 90% reduction) at ACM, GLCA, and ELCA colleges and universities for employees' children, and generous paid time off. For a full review of the college's benefits, please see the summary of our benefits here: https://wp.stolaf.edu/hr/benefits/

To provide a safe and secure educational environment, St. Olaf College verifies the accuracy of all credentials presented by applicants and conducts a criminal background check on every new hire.

A summary of the Flexible Work Policy for staff: https://wp.stolaf.edu/hr/flexible-work-policy/

A link to our Community and Belonging page: https://wp.stolaf.edu/equity-inclusion/

A virtual campus tour: https://www.stolaf.edu/multimedia/play/?p=483

An overview of Northfield: https://wp.stolaf.edu/admissions/visit/northfield/

An overview of the Twin Cities: https://wp.stolaf.edu/admissions/visit/twincities/

For Staff Application Assistance:

hrstaff@stolaf.edu

507-786-3068

For Faculty Application Assistance:
facultysearch@stolaf.edu
507-786-3356

Nondiscrimination Policy

St. Olaf College does not discriminate on the basis of sex, race, color, creed, national origin, gender identity, gender expression, sexual orientation, age, religion, disability, marital status, veteran status, or status with regard to public assistance.  St. Olaf College prohibits discrimination and harassment based upon these and any other legally protected status in any education program or activity that it operates, including in admissions and employment. 

Inquiries about this nondiscrimination policy may be referred to St. Olaf College's Director of Equal Opportunity, the U.S. Department of Education’s Office for Civil Rights, or both. St. Olaf's Director of Equal Opportunity (who serves as the College's Title IX, Title VI, and Section 504 Coordinator) is Pamela McDowell, Tomson Hall, mcdowell@stolaf.edu, (507) 786-3465.