Operations Specialist for Music Organizations

Position Title: Operations Specialist for Music Organizations.

Department: Music Organizations.

Classification: Exempt.

FTE: 1.0.

Work Schedule: Full time. Hours to be worked during campus office hours, Monday - Friday, 8:00 a.m. - 5:00 p.m., plus evenings and weekends as required for concert management and tour staffing; local travel (Twin Cities metro area), national, and international travel, for up to 15% of work schedule; overnight trips average 6-7 trips per year. Flexible work arrangements can be proposed and are subject to approval by HR and relevant supervisors.

Work Location: On Campus.

Salary Range: $48,466 - $54,188.

Position Overview:

The Operations Specialist for Music Organizations manages ensemble operations, concert production, touring coordination, student staffing, and special projects for Music Organizations, ensuring the successful execution of performances, events, and operational functions that support the artistic and educational mission of the ensembles managed by St. Olaf Music Organizations.

Essential Job Duties:

• Concert production - 50% of time.

• Manage and staff concerts on campus and others as needed for Music Organizations supported ensembles.

• Plan and manage special events involving Music Organizations ensembles, including but not limited to special events and off campus concerts.

• Manage and enter the schedule and calendar entries in R25 for set-up, rehearsal, performance and teardown for on-campus events for the ensembles supported by the Music Organizations office.

• Support departmental project management processes through the administration of Asana and other platforms as needed, maintaining project timelines, tracking deliverables, monitoring task completion, and providing project status updates.

• Create and manage concert work orders and their distribution in conjunction with the Associate Director of Music Organizations. Ensure all concert arrangements are made in a timely manner, working with conductors, ensemble student managers, facilities, and on-campus partners.

• Manage production inventory and secure all equipment for performances, including pianos, stage extensions, risers, podiums, shells, etc. For the St. Olaf Christmas Festival, manage certain stage logistics and assist with management of the St. Olaf Orchestra.

• Oversee and coordinate guest artist logistics and travel coordination.

• Office and student employment management - 20% of time.

• Serve as the primary Music Organizations manager for all matters related to student employment, including hiring procedures, onboarding, keys and building access, payroll processes, wage guidelines, position classifications, and compliance with institutional policies and practices.

• Act as the departmental liaison with Human Resources, Payroll, Student Employment, and other campus partners regarding student staffing, policy interpretation, and procedural compliance.

• Manage and maintain Music Organization office and storage spaces, materials, and equipment as needed.

• Assist with budget and account management as requested.

• Provide operational and organizational support for the Music Organizations office.

• Other duties as apparent or assigned.

• Ensemble touring - 15% of time.

• Assist with touring and off-campus arrangements. This includes but is not limited to arranging group meals for tours, pack-outs, gathering and managing hotel information, gathering student information to create flight lists, hotel lists, dietary restrictions, etc.

• Staff ensemble tour(s) and pre-tours as needed.

• Supervisory responsibilities - 15% of time.

• Hire, train, and supervise student work positions and their associated budgets, for on-campus ushers (including the St. Olaf Christmas Festival), usher manager, student concert manager, Resident Ensemble choral managers, and summer office assistants.

• Train elected ensemble student leaders in managing their ensemble financial systems, including oversight of dues collection processes, credit card reconciliation, and ongoing account balance tracking.

• Supervise student managers in choir robe inventory including fittings, distribution, and cleaning.

Supervision Received and Exercised:

• Reports to the Director of College Relations for Music Organizations.
• This position supervises both staff and student workers.

Required Qualifications:

• Education:

• Bachelor's degree or equivalent work experience.

• Experience:

• 3+ years of experience working in arts administration, concert production, and/or event management; knowledge of music (instrumental and choral).

• Other:

• Must maintain a valid driver's license and meet St. Olaf College driver authorization criteria with a satisfactory driving record. Hold and maintain a valid passport.

Preferred Qualifications:

• Education:

• Advanced degree and relevant coursework in marketing/communications, arts management, music (education or performance) and ensemble performance.

• Experience:

• Music ensemble and touring experience. Experience working in college or university administration. 5+ years of experience in a leadership role in concert production, ideally with a music ensemble at the college or professional level. Supervisory experience.

Desired Knowledge, Skills, and Abilities:

• Ability to be flexible, innovative, proactive, positive, and composed under pressure.
• Skill in working with an extremely high level of detail and visualizing the big picture.
• Ability to problem-solve, learn quickly, and think critically.
• Skill in using computer applications including word processing, Excel, database, and spreadsheet software.
• Ability to manage and lead students, student workers, and volunteers.
• Ability to be self-directed and prioritize with limited supervision.
• Ability to be self-motivated on long term projects.
• Ability to communicate effectively in both oral and written form.
• Ability to always greet patrons and clients in a polite, courteous, and helpful manner.
• Ability and willingness to support, respect and commit to embracing diverse backgrounds, values and points of view to build a strong and inclusive community including faculty, staff, students and constituents.

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.