Ensemble Program Administrator

About the Job

The Ensemble Program Coordinator works with School of Music (SoM) faculty and staff to coordinate a wide range of public activities. 75% of this position is devoted to coordinating activities of the School's Marching and Athletic Bands, with the remainder focused on other SoM ensemble-based public and recruitment events. This role serves as a strategic bridge between our ensemble programs, University stakeholders, and members of the public to ensure that high-visibility performances and festivals align with the SoM's overarching goals. The successful candidate will work with faculty and SoM administration to ensure the smooth functioning of all major SoM events and performances. This is a hybrid optional position with offices located in Ferguson Hall and Huntington Bank Stadium, and in-person work is required on occasional evenings, weekends, and holidays.

Responsibilities:

Program & Event Management - 60%

• Marching and Athletic Band Events: Work with the Director of Marching and Athletic Bands (MAB) to ensure the smooth planning and execution of all MAB events, including Spat Camp, football games, High School Band Day, the Indoor MAB concerts, recruiting events, awards ceremony, bowl games, NCAA & Big Ten travel, and other public appearances by the bands.
• Signature Events & Workshops: In addition to MAB events, manage logistics for non-curricular, public-facing events, including the Wind Band Conducting Workshop, Concert Band Festival, High School Honor Band, Jazz Festival, and composer and guest artist residencies. Coordinate all aspects of registration, scheduling, and hospitality for such events.
• Logistics & Planning: For MAB and SOM Large Ensembles, handle budget preparation and reconciliation, professional service contracting, travel arrangements for visiting guests, and on-site execution for all managed events.
• Strategic Alignment: Provide leadership in developing common processes within MAB and SOM Large Ensembles to align programming with recruitment and admissions goals.
• Safety & Compliance: Manage the Safety of Minors process for all MAB and SOM Large Ensembles-related activities, ensuring background checks and training are completed for all staff and volunteers.
• Touring Support: Coordinate logistical planning for MAB and SOM Large Ensemble

regional, national, and international ensemble tours and events, including transportation, housing, and performance venue contracts.

Communication, Marketing & Development - 20%

• Promotion & Storytelling: Collaborate with the SOM Communications team to develop marketing stories and recruitment materials that highlight ensemble achievements and student experiences.
• Digital Presence: In collaboration with Faculty and MAB media staff, manage social media content scheduling and production for ensemble accounts; oversee student-led content creation to ensure brand alignment.
• Donor Relations & Stewardship: Manage MAB and SOM Large Ensemble alumni data in the Donor Management System (DMS) to track engagement; coordinate "Give to the Max Day" initiatives and scholarship acknowledgement letters, and uploads.
• Alumni Engagement: Coordinate with the Faculty and Band Alumni Society for major events and reunions.

Administrative Leadership & Supervision - 20%

• Personnel Management: Supervise MAB instructors, student workers, office assistant, and student social media coordinator (as needed).
• Process Oversight: Delegate and oversee human resources and finance processes related to student worker and MAB instructor hiring, time approval, and performance management.
• Committee & Liaison Service: Represent the Ensemble Division at School of Music administrative meetings and serve on department committees (e.g., recruitment committee) as needed.
• Inventory Management: Oversee the purchase and maintenance of administrative supplies and equipment for the ensemble offices.

Qualifications

Essential:

• Bachelor's degree plus two years of project/event management experience (or six years of combined education/experience).

Preferred:

• One year of supervisory experience.
• Demonstrated experience in event logistics within the arts and two or more years of supervisory experience. Experience with UMN systems (Chrome River, EFS, PeopleSoft).

About the Department

The mission of the School of Music is to understand, share, and disseminate music through creation, performance, research, and education. We are committed to excellence in all scholarly, creative, and pedagogical endeavors. We seek to provide the highest quality of professional training in music to students pursuing a broad variety of careers and offer artistic, cultural, and intellectual enrichment to the community within and beyond the University of Minnesota.

Pay and Benefits

Pay Range: $28.85 - $33.65/hr ; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the

time, the initial pay may not reach the maximum of the range. This approach ensures

that compensation reflects the value and unique contributions of each candidate while

maintaining equity within our organization. As part of our commitment to fair and

equitable compensation, please be aware that the salary offered to incoming candidates

will be based on their individual credentials and experience.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Required Application Materials: Resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nations most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.