Symphony of the Mountains
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ADMINISTRATIVE COORDINATOR – JOB DESCRIPTION JOB TITLE: Administrative Coordinator REPORTS TO: Executive Director SUPERVISES: Volunteers JOB SUMMARY The Administrative Coordinator manages daily office operations, all ticketing and box office functions, event and reception coordination (including the Annual Gala), education and outreach logistics, youth ensemble administration, donor processing, and volunteer engagement. This position provides essential administrative support to staff, musicians, donors, and community partners, ensuring smooth and welcoming interactions across all Symphony of the Mountains activities.
JOB DUTIES AND RESPONSIBILITIES 1. Box Office & Ticket Sales
Manage all box office and ticketing operations, ensuring friendly and professional customer service.
Process ticket orders and maintain accurate records in AudienceView.
Oversee season subscriptions, daily ticket sales, and attendance tracking.
Coordinate and distribute complimentary tickets; maintain detailed documentation.
Print, package, and distribute all ticket orders and complimentary tickets.
Prepare and transport box office equipment for venue setup; coordinate with venue managers.
Run the box office at concerts and reconcile all ticket income and post‑event reports.
Prepare final attendance and ticket sales reports for concerts, receptions, and the Annual Gala.
2. Office Management & Administrative Support
Serve as receptionist and general office support.
Schedule and confirm media interviews; send concert posters, press releases, and photos to media outlets; proofread press releases.
Use QuickBooks Online to create and manage invoices and accounts receivable.
Use Bill.com to enter musician payroll, process invoices, and manage accounts payable.
Process and code vendor invoices; prepare and deliver bank deposits.
Maintain office supplies, copier maintenance, and troubleshoot basic equipment issues.
Retrieve, open, and prepare outgoing mail; complete post office runs.
Maintain organized filing systems (electronic and physical).
Create, edit, and format documents in Google Workspace.
Assist with research tasks, developing contact lists, and outreach preparation.
Distribute brochures, posters, flyers, and other materials throughout the community.
Create program book inserts; secure approvals, print, trim, and assemble.
Solicit advertising for digital program book; assist with program book management.
Perform basic regular updates to the Symphony’s website.
3. Donor Management
Log all donations in AudienceView and internal spreadsheets.
Prepare and mail/email donor tax acknowledgment letters.
Maintain accurate donor information for program books and internal distribution.
Provide donation summaries to staff and board as needed.
4. Education & Outreach
Maintain regional arts and school calendars to support planning and communication.
Maintain contact lists for school band and orchestra directors; distribute emails, mailings, flyers, and promotional materials.
Reserve rehearsal and event spaces for educational programming; coordinate meals and volunteer support.
SOTM Youth Ensembles
Manage administrative functions of the Primo and Summit Strings Orchestras (and upcoming full youth orchestra).
Schedule auditions, reserve rehearsal rooms and concert venues.
Promote ensemble activities and maintain contact lists; visit schools to recruit students.
Create, print, and assemble concert programs.
Side‑by‑Side Concert
Coordinate all administrative logistics for the Side‑by‑Side program.
Distribute promotional materials to schools and educators.
Collect and organize youth applications and audition videos; relay materials to the Music Director and communicate decisions to applicants.
Organize and distribute music to participating student musicians.
Serve as liaison among the Music Director, teachers, students, and families.
Elizabeth Harper Vaughn Concerto Competition (bi‑annual)
Prepare and distribute audition information and promotional materials.
Maintain university and educator email and mailing lists.
Receive and organize audition materials; forward submissions to the Music Director.
Communicate results to applicants and notify finalists.
Coordinate finalist logistics and arrange host families through WSC when needed.
5. Event Coordination (Receptions, Gala, Special Events)
Support concert receptions and special events in coordination with the Gala Committee and Women’s Symphony Committee (WSC), including invitations, décor, food preparation or ordering, set‑up, service, and cleanup.
Create posters, invitations, and event collateral.
Assist with aspects of the Annual Symphony Gala:
Solicit auction items.
Create the Gala auction book, bid sheets, and related printed materials.
Secure event insurance and liquor permits.
Collect attendee information, dietary needs, and payments.
Prepare check‑in lists and manage patron arrival.
Monitor the silent auction and assist patrons.
Prepare invoices and reconcile expenses and payments; calculate tax credits.
Assist with decorating for events such as receptions and Farmers Market performances.
6. Volunteer Coordination
Coordinate all volunteer opportunities for concerts, special events, and educational programs in partnership with the Women’s Symphony Committee and Symphony staff.
Post, update, and maintain volunteer opportunities such as box office, receptions, and office support.
Train volunteers to ensure they are prepared for assigned duties.
Communicate event details, schedules, and expectations to volunteers.
Confirm volunteer assignments and manage day‑of coordination.
7. Additional Responsibilities
Prepare artist gift baskets and order flowers for guest artists as needed.
Assist with coordinating Paths to Dignity outreach performances with Tri‑Cities partners.
Perform other duties as assigned to support the mission and operations of Symphony of the Mountains.
Benefits
Competitive salary based on experience
Disability insurance
Group rate health, dental, and vision insurance offered
Generous paid time off and holidays
Opportunities for professional development and growth
How to Apply Interested candidates are invited to submit a CV, resume, and cover letter to
cassidy@symphonyofthemountains.org . Please include “Administrative Coordinator Application” in the subject line.
About Symphony of the Mountains Symphony of the Mountains (SOTM) is a professional orchestra based in the Appalachian Highlands, serving communities across Northeast Tennessee, Southwest Virginia, and Western North Carolina. Since 1946, SOTM has been a regional leader in artistic excellence, presenting dynamic concerts, fostering young musicians through youth ensembles, and delivering accessible music education and outreach.
In addition to our mainstage performances, SOTM is deeply committed to community impact. Through our Paths to Dignity initiative, SOTM brings musicians into shelters and outreach centers, offering meaningful musical experiences to those facing housing insecurity and affirming the belief that music is a right, not a privilege.
Symphony of the Mountains exists to entertain, educate, and enrich. Every performance is an invitation to connect people, uplift communities, and create lasting harmony through the power of music.
Symphony of the Mountains is an equal opportunity employer and encourages candidates from diverse backgrounds to apply.
Seniority level: Entry level
Employment type: Full-time
Job function: Administrative
Industries: Performing Arts
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ADMINISTRATIVE COORDINATOR – JOB DESCRIPTION JOB TITLE: Administrative Coordinator REPORTS TO: Executive Director SUPERVISES: Volunteers JOB SUMMARY The Administrative Coordinator manages daily office operations, all ticketing and box office functions, event and reception coordination (including the Annual Gala), education and outreach logistics, youth ensemble administration, donor processing, and volunteer engagement. This position provides essential administrative support to staff, musicians, donors, and community partners, ensuring smooth and welcoming interactions across all Symphony of the Mountains activities.
JOB DUTIES AND RESPONSIBILITIES 1. Box Office & Ticket Sales
Manage all box office and ticketing operations, ensuring friendly and professional customer service.
Process ticket orders and maintain accurate records in AudienceView.
Oversee season subscriptions, daily ticket sales, and attendance tracking.
Coordinate and distribute complimentary tickets; maintain detailed documentation.
Print, package, and distribute all ticket orders and complimentary tickets.
Prepare and transport box office equipment for venue setup; coordinate with venue managers.
Run the box office at concerts and reconcile all ticket income and post‑event reports.
Prepare final attendance and ticket sales reports for concerts, receptions, and the Annual Gala.
2. Office Management & Administrative Support
Serve as receptionist and general office support.
Schedule and confirm media interviews; send concert posters, press releases, and photos to media outlets; proofread press releases.
Use QuickBooks Online to create and manage invoices and accounts receivable.
Use Bill.com to enter musician payroll, process invoices, and manage accounts payable.
Process and code vendor invoices; prepare and deliver bank deposits.
Maintain office supplies, copier maintenance, and troubleshoot basic equipment issues.
Retrieve, open, and prepare outgoing mail; complete post office runs.
Maintain organized filing systems (electronic and physical).
Create, edit, and format documents in Google Workspace.
Assist with research tasks, developing contact lists, and outreach preparation.
Distribute brochures, posters, flyers, and other materials throughout the community.
Create program book inserts; secure approvals, print, trim, and assemble.
Solicit advertising for digital program book; assist with program book management.
Perform basic regular updates to the Symphony’s website.
3. Donor Management
Log all donations in AudienceView and internal spreadsheets.
Prepare and mail/email donor tax acknowledgment letters.
Maintain accurate donor information for program books and internal distribution.
Provide donation summaries to staff and board as needed.
4. Education & Outreach
Maintain regional arts and school calendars to support planning and communication.
Maintain contact lists for school band and orchestra directors; distribute emails, mailings, flyers, and promotional materials.
Reserve rehearsal and event spaces for educational programming; coordinate meals and volunteer support.
SOTM Youth Ensembles
Manage administrative functions of the Primo and Summit Strings Orchestras (and upcoming full youth orchestra).
Schedule auditions, reserve rehearsal rooms and concert venues.
Promote ensemble activities and maintain contact lists; visit schools to recruit students.
Create, print, and assemble concert programs.
Side‑by‑Side Concert
Coordinate all administrative logistics for the Side‑by‑Side program.
Distribute promotional materials to schools and educators.
Collect and organize youth applications and audition videos; relay materials to the Music Director and communicate decisions to applicants.
Organize and distribute music to participating student musicians.
Serve as liaison among the Music Director, teachers, students, and families.
Elizabeth Harper Vaughn Concerto Competition (bi‑annual)
Prepare and distribute audition information and promotional materials.
Maintain university and educator email and mailing lists.
Receive and organize audition materials; forward submissions to the Music Director.
Communicate results to applicants and notify finalists.
Coordinate finalist logistics and arrange host families through WSC when needed.
5. Event Coordination (Receptions, Gala, Special Events)
Support concert receptions and special events in coordination with the Gala Committee and Women’s Symphony Committee (WSC), including invitations, décor, food preparation or ordering, set‑up, service, and cleanup.
Create posters, invitations, and event collateral.
Assist with aspects of the Annual Symphony Gala:
Solicit auction items.
Create the Gala auction book, bid sheets, and related printed materials.
Secure event insurance and liquor permits.
Collect attendee information, dietary needs, and payments.
Prepare check‑in lists and manage patron arrival.
Monitor the silent auction and assist patrons.
Prepare invoices and reconcile expenses and payments; calculate tax credits.
Assist with decorating for events such as receptions and Farmers Market performances.
6. Volunteer Coordination
Coordinate all volunteer opportunities for concerts, special events, and educational programs in partnership with the Women’s Symphony Committee and Symphony staff.
Post, update, and maintain volunteer opportunities such as box office, receptions, and office support.
Train volunteers to ensure they are prepared for assigned duties.
Communicate event details, schedules, and expectations to volunteers.
Confirm volunteer assignments and manage day‑of coordination.
7. Additional Responsibilities
Prepare artist gift baskets and order flowers for guest artists as needed.
Assist with coordinating Paths to Dignity outreach performances with Tri‑Cities partners.
Perform other duties as assigned to support the mission and operations of Symphony of the Mountains.
Benefits
Competitive salary based on experience
Disability insurance
Group rate health, dental, and vision insurance offered
Generous paid time off and holidays
Opportunities for professional development and growth
How to Apply Interested candidates are invited to submit a CV, resume, and cover letter to
cassidy@symphonyofthemountains.org . Please include “Administrative Coordinator Application” in the subject line.
About Symphony of the Mountains Symphony of the Mountains (SOTM) is a professional orchestra based in the Appalachian Highlands, serving communities across Northeast Tennessee, Southwest Virginia, and Western North Carolina. Since 1946, SOTM has been a regional leader in artistic excellence, presenting dynamic concerts, fostering young musicians through youth ensembles, and delivering accessible music education and outreach.
In addition to our mainstage performances, SOTM is deeply committed to community impact. Through our Paths to Dignity initiative, SOTM brings musicians into shelters and outreach centers, offering meaningful musical experiences to those facing housing insecurity and affirming the belief that music is a right, not a privilege.
Symphony of the Mountains exists to entertain, educate, and enrich. Every performance is an invitation to connect people, uplift communities, and create lasting harmony through the power of music.
Symphony of the Mountains is an equal opportunity employer and encourages candidates from diverse backgrounds to apply.
Seniority level: Entry level
Employment type: Full-time
Job function: Administrative
Industries: Performing Arts
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