Program Operations Assistant Jobs in Deerfield, IL

Department

AHD Staff: Music SP Administration

About the Department

The Department of Music at the University of Chicago is a world-renowned center for research and teaching of Music Composition, Ethnomusicology, and Music History and Theory. Its acclaimed faculty includes scholars and composers who are prominent leaders in their fields. The Department offers both undergraduate and graduate degrees, and sponsors two major performance components that are closely integrated with the academic offerings of the Department: a wide-ranging Performance Program (PP), whose 18 ensembles and programs cover a broad range of musical genres, historical periods, and cultural settings; and the Sound Practices Intermedia Lab (SPIL) which is a vibrant hub for contemporary sound practices, composition, and intermedia work. The Department also engages and supports the work of the Grossman Ensemble, a professional ensemble-in-residence which presents multiple world premiere performances each season. This close conjunction of scholarship and performance, plus the remarkable breadth of distinctive musical presentations on campus - including classical, early music, contemporary music, jazz, and world music genres, performed by visiting professionals, resident ensembles, and talented student, faculty, and community musicians - distinguish the University of Chicago Department of Music from its peer institutions, and contribute meaningfully to the cultural life of Chicago.

Job Summary

The Manager of Performance Program Operations oversees production and logistics for a rigorous schedule of more than 100 concerts and events for the Performance Program and related Department of Music initiatives. This role ensures the success of performance events and initiatives by serving as a key liaison with PP Directors, venue partners, and other campus and community collaborators: communicating about production schedules, instrument and equipment needs, and other logistical details; avoiding scheduling conflicts insofar as possible; and identifying areas of potential collaboration across campus and within the community. The Manager of Performance Program Operations ensures the smooth operations of all scheduled PP events through careful scheduling, detailed pre-planning, thorough communication, and careful management of a robust student workforce and a part-time operations assistant, shared with the University of Chicago Presents. This role also manages scheduling details for the annual audition process, for music lesson awards auditions, and for the biennial Concerto Competition. The Manager of Performance Program Operations provides building access and facilities and logistical training for Performance Directors, new staff members, student employees, and others as needed. The Manager of Performance Program Operations also communicates regularly with the Director of Performance Programs and other PP staff to help resolve problems and recommend improvements in procedures, as appropriate.

Responsibilities

• Manages a comprehensive calendar of all Department of Music activities, resolving date conflicts and event overlaps as needed. Schedules concerts, rehearsals, and other performance events in Fulton Recital Hall and a variety of venues across campus, in accordance with a canonical calendar; arranges technical support, logistics, and staffing to ensure each event's success.
• Co-manages a part-time operations assistant, shared with University of Chicago Presents. Hires, trains, and supervises a team of part-time student employees to support front-of-house, technical, and logistical needs for assorted PP concerts and events.
• Oversees logistical operations for all PP events in Fulton Recital Hall, as well as occasional performances/projects led by Music Department faculty, student/guest recitals and masterclasses, outside rental groups, and recording sessions as scheduled. Oversees policies for Fulton Hall usage and prepares contracts for occasional outside rentals.
• Directs the scheduling and ensures operational success for the annual audition period for all PP Directors at the beginning of each academic year; assists with music lesson award audition management mid-autumn quarter; coordinates the biennial Concerto Competition mid-winter quarter.
• Coordinates the weekly Tea-Time Concert Series, arranging a workable schedule for Department of Music ensembles and programs and occasionally inviting/contracting local professional musicians to fill out the series, as needed. Provides limited logistical support for community engagement initiatives and special projects within the Music Department, as needed.
• Schedules piano tuning for all PP and Fulton Hall concerts and events, and helps arrange instrument repairs as needed. Maintains an up-to-date list of recommended private lesson instructors, as well as records of music and instrument acquisitions, instrument loans, and music locker assignments in Goodspeed and the Logan Center.
• Maintains ongoing records of audience attendance at all PP concerts and events, as reported by house managers for each event.Updates the comprehensive PP personnel database in AirTable.
• Communicates regularly with the Director of Performance Programs and other PP staff members to help resolve problems; suggest improvements in the programmatic offerings of the Department of the PP as appropriate.
• Serves as reception manager for a select number of University Symphony concerts, Gilbert and Sullivan Opera Company performances, Middle East Music Ensemble concerts, and occasional other events as needed, primarily during weekend evenings throughout the season, as scheduled in advance.
• Works in conjunction with the Music Department Goodspeed staff to ensure safe and secure building operations. Arranges access to facilities and provides basic logistical training for Ensemble Directors, new staff, and student employees as needed.
• Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.
• Assists with research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree, preferably in music or a related field.
• Master's degree.

Experience:

• Substantial musical background, preferably in both academic and performance arenas, as well as aptitude for and experience in operations management.
• Minimum of 2 years experience working for a not-for-profit musical organization, or within a college or university department or school of music.
• Background directly supervising and/or producing musical events.
• Supervising staff members and volunteers of different ages and backgrounds.
• Booking venues and working with calendar programs.
• Prior experience working in an office environment and functioning as part of a larger team.

Technical Skills or Knowledge:

• Familiarity with concert protocols as well as basic knowledge of composers, instruments, and standard musical terminology.
• Proficiency in database management.

Preferred Competencies

• Effective communication skills, both written and spoken, within a wide variety of settings.
• Identify and understand priorities, to manage individual workflow as well as timelines for collaborative endeavors, and to meet deadlines for concurrent projects successfully.
• Manage interpersonal relationships successfully and utilize clarity, tact, and courtesy when interacting with patrons, faculty, staff, and students.
• Recognize, resolve, or/or refer problems to colleagues on the PP staff.
• Work independently on a day-to-day basis, without close supervision.
• Utilize and learn a wide range of position-related software and equipment. Interest and ability to research and implement new software programs to improve processes and efficiency, as needed.
• Polished presence, professional attitude, positive outlook, and love of music.
• Strong work ethic and spirit of collaboration.
• Foster and facilitate meaningful collaborations amongst diverse constituents.
• Attention to detail. Strong proofreading skills. Accuracy, resourcefulness, dependability.

Working Conditions

• Office environment, often working in physical proximity to other employees.
• Work occasional weekends and evenings, as scheduled in advance.
• Fast-paced environment; completing specified tasks in prescribed amount of time is essential.
• Sit at a computer for 2-4 hours at a time.
• Periodic walking to other campus locations, as needed.
• Lift up to 25 lbs.

Application Documents

• Resume/CV, including information about your musical training as well as your administrative experience in scheduling, managing, and overseeing concerts and/or other public events (required)
• Letter of Interest in this position (required)
• Reference Names and Contact Information (minimum 3; required)
• Provide a brief response to the following question: How would this position fit into your short-term and long-term career goals? (required)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Communications

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$68,000.00 - $76,700.00

The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.