Project Operations Assistant Jobs in Plainfield, 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 also sponsors two major performance components that are closely integrated with the academic offerings of the Department: a wide-ranging Performance Program, whose 18 ensembles and programs cover a broad range of musical genres, historical periods, and cultural settings; and the Chicago Center for Contemporary Composition (CCCC), which presents over 40 world premiere performances each season along with other performances by the resident Grossman Ensemble. This close conjunction of scholarship and performance, plus the remarkable breadth of distinctive performances on campus - including classical repertoire, early music, contemporary music, jazz, and world music genres, performed by visiting professionals, resident ensembles, and talented student musicians - distinguish the University of Chicago Department of Music from its peer institutions, and contribute meaningfully to the cultural life of Chicago.

Job Summary

Reporting to the Director, Public Relations, the Operations Manager, Performance Program (OM) provides logistical expertise to avoid scheduling conflicts with rehearsals, concerts, and other activities within and between the Performance Program, the Department, UChicago Presents, the CCCC, and the University. Manages some detailed budget work, finances, artist contracts, travel needs, operational needs for auditions, and serves as house manager for concerts. The OM ensures the smooth operation of all scheduled events through careful, detailed pre-planning as well as on-site management, either in person or via student assistance, of backstage and front-of-house operations for concerts, workshops, and other events.
Applicants, please ensure you follow instructions below in the section, 'Application Documents'.

Responsibilities

• Maintains comprehensive calendar of all Department of Music activities, resolving date conflicts and event overlap as needed. Schedules concert dates, rehearsals, and other Department and University events in Fulton Recital Hall and other performance venues on campus. Arranges technical support, student assistants, and community volunteers for all events in Fulton Recital Hall and for major events elsewhere on campus. Trains and supervises student assistants for all performance-related Department of Music activities.
• Manages all aspects of CCCC operations including create and manage individual budgets for all projects; liaise with Music Department administration to process and track payments; create and execute all artist contracts such as guest artists, visiting ensembles, Grossman Ensemble musicians, guest conductors, and commission arrangements with visiting composers; coordinate travel and hotel arrangements; and oversee short-term communications with artists, executed by the CCCC Operations Assistant, such as rehearsal schedules, dissemination of parts and scores, etc., with adherence to strict deadlines.
• Creates and updates audition procedures and oversees audition sign-ups for all performance ensembles at the beginning of the academic year. Manages sign-ups and schedules for annual lesson stipend auditions and biennial Concerto Competition. Assists the Director of Performance Programs and Performance Program directors with database maintenance, piano tuning and instrument repair, shipping and tracking of music, and related projects as needed. Provides additional logistical support for operations, community engagement initiatives, and special projects for the Performance Program, CCCC, and Department of Music as needed.
• Serves as house manager and reception coordinator for all University Symphony concerts and Gilbert and Sullivan Opera Company performances in Mandel Hall, and for other departmental performances in Rockefeller Chapel and Logan Arts Center as needed, primarily during weekend evenings, as scheduled in advance. Manages Tea-Time Concert Series for the Department of Music, including confirming performers, coordinating logistics, printing programs, and supervising house-managing for concerts. Assists with the production and dissemination of live-streaming and video recording of PP, CCCC, and Department of Music events as needed.
• Plans and schedules events, programs, and outreach. Coordinates event-day logistics, and performs other routine assignments with guidance from others.
• Compiles data to be used in event and program evaluation. Contributes to improvements by implementing ideas as they are identified, with general direction from others.
• 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 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• Background working in higher education or in the non-profit industry.
• Familiar with booking venues and working with calendar programs.
• Prior experience working in an office environment.

Technical Skills or Knowledge:

• Background in music. Familiarity with concert protocol as well as basic knowledge of composers, instruments, and standard musical terminology.
• Proficiency in database management.
• Make introductory announcements at concerts with clarity and poise.

Preferred Competencies

• Good communication skills, both written and oral.
• Identify and understand priorities, manage work flow successfully, and meet deadlines for concurrent projects.
• Manage interpersonal relationships successfully and utilize clarity, tact, and courtesy when interacting with patrons, faculty, staff, and students.
• Recognize and resolve or refer problems.
• Work independently, without close supervision.
• Use or learn a wide range of position-related software. Interest and ability to research and implement new software programs to improve efficiency and communication.
• Polished presence, professional attitude, positive outlook, and love of music.
• Strong work ethic and spirit of collaboration.

Working Conditions

• Office environment, working in close physical proximity to other employees.
• Fast-paced environment, complete 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.
• Lift up to 25 lbs.
• Some evening and weekend work, as scheduled in advance.

Application Documents

• Resume/CV, including information about your musical training and experience (required)
• Cover Letter (required)
• References Contact Information (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

$65,000.00 - $68,000.00

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.