The Cleveland Orchestra
Education & Community Programs Coordinator
The Cleveland Orchestra, Chicago, Illinois, United States, 60290
Position: Education & Community Programs Coordinator
Location:
Cleveland, OH
Job Id: 326 # of Openings: 1 The Cleveland Orchestra is looking for an
Education & Community Programs Coordinator
who will provide critical administrative and operational support for TCO’s Education & Community Engagement (EdCE) programs.
Position responsibilities include the following:
Provides Administrative Support for Nord Education Concerts, and programs for Families and Adults Nord Education Concerts – identifies and manages mailing lists in Tessitura and timeline for marketing, promotion, and communications to K-12 teachers/schools; tracks and manages teacher registrations for concert attendance and inputs seat reservations into Tessitura for new and existing schools in database; responds to FAQs and serves as ‘Customer Service’ point of contact for schools; authors and distributes regular communications to RSVP list about registration confirmations, bus subsidies, teaching resources, arrival/dismissal instructions, and virtual teacher workshop; facilitates Nord Education Concert Virtual Teacher Workshops, providing technological support for speaker and registered participants, recording and editing workshop as needed, and distributing recording with relevant parties; designs and distributes Group Tickets to attending schools; creates and distributes attendance lists and seating charts to Front of House; assists with arrival and dismissal procedures during concert weeks; arranges meals for guest artists and musician breakfast during concert week; creates and distributes Teacher Feedback Survey and summarizes results. Music-in-Depth and Concert Previews – handles all administrative aspects of MID and Concert Previews including letter agreements, check requests, scheduling in ArtsVision, and communicating Concert Preview needs to stagehands; greets Concert Preview speaker during the first lecture of the week and ensures accurate stage setup; sends weekly email reminder to MID subscribers; in collaboration with Music-in-Depth content coordinator, provides technical assistance with MID, maintains current database of speakers, and manages scheduling and registration for next season’s lectures. Concerts for Families – assists with Back of House duties for Family Concerts, Sensory Friendly Concerts, Community Concerts and events as requested. Duties include guest artist management, preparation of letter agreements, check requests, scheduling in ArtsVision, and communicating needs to stagehands in collaboration with Vice President, EdCE. Also includes FOH assistance for Music Explorer series as requested. Mandel Opera & Humanities Festival Guest Artist Management for Non-Opera Events and Activities – handles select administrative tasks as requested such as travel arrangements, itineraries, contracts, check requests, and provides logistical and day of event support for specific non-opera events and activities as requested Provides Administrative Support for Finance and Budget-Tracking Documents
Annual Department Budget and Quarterly Forecasts – in collaboration with the VP, Education & Community Engagement, prepares annual department budget and quarterly forecasts; cross-checks with Finance department lead sheets and operating statements for accuracy and consistency; designs and maintains budget tracking documents. Weekly Financial Tracking – manages timely processing of all invoices, check requests, and expense reports, maintaining accurate Excel and hardcopy budget files; reconciles budget documents monthly with Report Viewer and accounting ledger reports; collaborates with COYO Manager on COYO budget maintenance and support as needed; additional budget tracking assistance is provided to several cross-departmental budgets including MLK Concert, MLK Open House/Day of Music, Community Concerts, Music-in-Depth Webinars, Opera & Humanities Festival programs. and Cleveland Orchestra Miami Education Programs. Provides General Administrative and Operations Support to the EdCE Department Responds to queries by phone, web, email, letter, and in-person, both internal and external; directs queries as needed to appropriate staff; helps maintain office organization including distribution of mail and program sheets to appropriate staff and organization of the storage closets where essential program materials, instruments and equipment are stored; organizes, creates where needed, and conscientiously maintains files and records, hard copy or digital, for all EdCE Programs (archiving annually and documenting per established protocol).
Coordinates Impact Data Reporting, P&A Requests, and select EdCE Strategic Plan Objectives Maintains EdCE Programmatic/Impact Data; solicits quarterly and annual data across EdCE programs, digital offerings, and Youth Orchestra (COYO) /Chorus Office and tracks programmatic data in a shared Excel form; creates an easy-to-read “By the Numbers” Dashboard of EdCE/COYO programs; provides information and data to Philanthropy & Advancement as requested for Fundraising proposals and requests; creates and maintains an “EdCE Playbook” containing EdCE program descriptions, yearly data snapshots, and event photos.
Serves as Staff Coordinator for two Board Committees Schedules and provides logistical coordination for all Committee meetings; distributes meeting invitations and materials to trustees and board members via email and telephone; prepares meeting materials with Vice President, EdCE; provides technological presentation and Zoom meeting settings as needed for hybrid meetings; coordinates catering options for in-person and hybrid meetings; takes notes and tracks attendance during meetings and provides summary to VP; coordinates follow-up activities and mailings; keeps committee lists current in Tessitura and Board Effect.
The successful candidate will meet the following qualifications:
Minimum of Associate’s degree with at least 2 years of administrative work experience, preferably in a nonprofit setting. Strong proficiency in Microsoft 365, and able to learn and use various database and planning software such as Pyrus, Asana, Tessitura, ArtsVision, Prospect2, and Canva. Strong organizational and time management skills with a high attention to detail is essential. Ability to respond to changing work assignments in a fast-paced environment. Outstanding interpersonal and communication skills to successfully interact with multiple constituencies and diverse groups of people, including musicians, staff, trustees, partner institutions, and the general public. Demonstrated independent, mature judgment and a professional image and attitude. Strong problem-solving skills combined with a collaborative approach. Ability to work a flexible schedule that may include some evenings, weekends. Positive outlook; strong work ethic; reliable, respectful, kind and empathetic team player. We offer a competitive salary, very generous medical and dental plan benefits, 403(b) plan with employer match, hybrid remote/onsite work schedule, complimentary concert tickets, and the opportunity to work with a world-renowned Orchestra. #J-18808-Ljbffr
Cleveland, OH
Job Id: 326 # of Openings: 1 The Cleveland Orchestra is looking for an
Education & Community Programs Coordinator
who will provide critical administrative and operational support for TCO’s Education & Community Engagement (EdCE) programs.
Position responsibilities include the following:
Provides Administrative Support for Nord Education Concerts, and programs for Families and Adults Nord Education Concerts – identifies and manages mailing lists in Tessitura and timeline for marketing, promotion, and communications to K-12 teachers/schools; tracks and manages teacher registrations for concert attendance and inputs seat reservations into Tessitura for new and existing schools in database; responds to FAQs and serves as ‘Customer Service’ point of contact for schools; authors and distributes regular communications to RSVP list about registration confirmations, bus subsidies, teaching resources, arrival/dismissal instructions, and virtual teacher workshop; facilitates Nord Education Concert Virtual Teacher Workshops, providing technological support for speaker and registered participants, recording and editing workshop as needed, and distributing recording with relevant parties; designs and distributes Group Tickets to attending schools; creates and distributes attendance lists and seating charts to Front of House; assists with arrival and dismissal procedures during concert weeks; arranges meals for guest artists and musician breakfast during concert week; creates and distributes Teacher Feedback Survey and summarizes results. Music-in-Depth and Concert Previews – handles all administrative aspects of MID and Concert Previews including letter agreements, check requests, scheduling in ArtsVision, and communicating Concert Preview needs to stagehands; greets Concert Preview speaker during the first lecture of the week and ensures accurate stage setup; sends weekly email reminder to MID subscribers; in collaboration with Music-in-Depth content coordinator, provides technical assistance with MID, maintains current database of speakers, and manages scheduling and registration for next season’s lectures. Concerts for Families – assists with Back of House duties for Family Concerts, Sensory Friendly Concerts, Community Concerts and events as requested. Duties include guest artist management, preparation of letter agreements, check requests, scheduling in ArtsVision, and communicating needs to stagehands in collaboration with Vice President, EdCE. Also includes FOH assistance for Music Explorer series as requested. Mandel Opera & Humanities Festival Guest Artist Management for Non-Opera Events and Activities – handles select administrative tasks as requested such as travel arrangements, itineraries, contracts, check requests, and provides logistical and day of event support for specific non-opera events and activities as requested Provides Administrative Support for Finance and Budget-Tracking Documents
Annual Department Budget and Quarterly Forecasts – in collaboration with the VP, Education & Community Engagement, prepares annual department budget and quarterly forecasts; cross-checks with Finance department lead sheets and operating statements for accuracy and consistency; designs and maintains budget tracking documents. Weekly Financial Tracking – manages timely processing of all invoices, check requests, and expense reports, maintaining accurate Excel and hardcopy budget files; reconciles budget documents monthly with Report Viewer and accounting ledger reports; collaborates with COYO Manager on COYO budget maintenance and support as needed; additional budget tracking assistance is provided to several cross-departmental budgets including MLK Concert, MLK Open House/Day of Music, Community Concerts, Music-in-Depth Webinars, Opera & Humanities Festival programs. and Cleveland Orchestra Miami Education Programs. Provides General Administrative and Operations Support to the EdCE Department Responds to queries by phone, web, email, letter, and in-person, both internal and external; directs queries as needed to appropriate staff; helps maintain office organization including distribution of mail and program sheets to appropriate staff and organization of the storage closets where essential program materials, instruments and equipment are stored; organizes, creates where needed, and conscientiously maintains files and records, hard copy or digital, for all EdCE Programs (archiving annually and documenting per established protocol).
Coordinates Impact Data Reporting, P&A Requests, and select EdCE Strategic Plan Objectives Maintains EdCE Programmatic/Impact Data; solicits quarterly and annual data across EdCE programs, digital offerings, and Youth Orchestra (COYO) /Chorus Office and tracks programmatic data in a shared Excel form; creates an easy-to-read “By the Numbers” Dashboard of EdCE/COYO programs; provides information and data to Philanthropy & Advancement as requested for Fundraising proposals and requests; creates and maintains an “EdCE Playbook” containing EdCE program descriptions, yearly data snapshots, and event photos.
Serves as Staff Coordinator for two Board Committees Schedules and provides logistical coordination for all Committee meetings; distributes meeting invitations and materials to trustees and board members via email and telephone; prepares meeting materials with Vice President, EdCE; provides technological presentation and Zoom meeting settings as needed for hybrid meetings; coordinates catering options for in-person and hybrid meetings; takes notes and tracks attendance during meetings and provides summary to VP; coordinates follow-up activities and mailings; keeps committee lists current in Tessitura and Board Effect.
The successful candidate will meet the following qualifications:
Minimum of Associate’s degree with at least 2 years of administrative work experience, preferably in a nonprofit setting. Strong proficiency in Microsoft 365, and able to learn and use various database and planning software such as Pyrus, Asana, Tessitura, ArtsVision, Prospect2, and Canva. Strong organizational and time management skills with a high attention to detail is essential. Ability to respond to changing work assignments in a fast-paced environment. Outstanding interpersonal and communication skills to successfully interact with multiple constituencies and diverse groups of people, including musicians, staff, trustees, partner institutions, and the general public. Demonstrated independent, mature judgment and a professional image and attitude. Strong problem-solving skills combined with a collaborative approach. Ability to work a flexible schedule that may include some evenings, weekends. Positive outlook; strong work ethic; reliable, respectful, kind and empathetic team player. We offer a competitive salary, very generous medical and dental plan benefits, 403(b) plan with employer match, hybrid remote/onsite work schedule, complimentary concert tickets, and the opportunity to work with a world-renowned Orchestra. #J-18808-Ljbffr