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Arts Events Coordinator-Conservatory of Music

Job Overview

Reporting to the Manager of Arts Events & Operations, this role provides project coordination for Conservatory events requiring production support, including concerts and guest artist visits or residencies. The position serves as Head House and Stage Manager for major Conservatory events, such as the Chicago Symphony Orchestra performances, Christmas Festival, Children's Concert, and Commencement Concert, as well as other assigned events. This role also functions as the lead administrator for the Spektrix ticketing system.  The position is a 0.88 FTE, totaling 1,830 annual work hours, with a schedule averaging 40 hours per week for nine months, 20 hours per week for three months and pays $23.00-$24.50 per hour.

Duties and Responsibilities

• Recruit, hire, train, and supervise student staff supporting arts events, including box office operations, front-of-house services, and stage/backstage procedures; oversee their performance both during events and in preparation phases.
• Ensure that box office operations are fully staffed and effectively managed at all event venues.
• Coordinate front-of-house hospitality for major Conservatory events and support hospitality efforts for Commencement in collaboration with the Registrar's Office; manage front-of-house and stage operations for medium and smaller-scale events.
• Recruit, train, and coordinate usher volunteers for major arts events and Commencement.
• Oversee the administration of the Spektrix ticketing system, including event setup, user management, and post-event sales reconciliation; train new users and supervise ticket sales operations at the Armerding Reception Area. Maintain ticketing-related hardware, including secure credit card devices.
• Serve as Head Manager for Conservatory events, overseeing student staff and coordinating with technical teams to ensure the smooth execution of performances. Events include, but are not limited to, Children's Concert, Homecoming, Family Weekend, Christmas Festival, Artist Series, Opera Mainstage, selected ensemble concerts, Chicago Symphony Orchestra events, Commencement Concert, and Commencement.
• Ensure compliance with college risk management, safety, and security protocols; train and verify that event staff are prepared in emergency procedures, including CPR and defibrillator use.
• Coordinate guest artist engagements, including performance logistics, travel arrangements, and hospitality for residencies. 
• Support the Arts Marketing and Promotions Specialist as needed, including maintaining event web pages and updating ticketing and promotional information.

This job description is intended to represent key areas of responsibility; specific assignments may vary from time to time, and other duties may be assigned.

Professional Qualifications

• Bachelor's degree required; music degree strongly preferred. 
• Demonstrated experience in event planning and management highly desirable. 
• Strong verbal communication and active listening skills, with proven problem-solving abilities. 
• Self-motivated, energetic, and able to take initiative. 
• Highly organized and detail-oriented, with the ability to manage multiple tasks efficiently and effectively. 
• Willingness and availability to work evenings and weekends as required. 
• Proficiency in Microsoft Office 365; familiarity with Asana, Spektrix, Squiz, and credit card processing systems preferred.

Faith Qualifications

• Affirmation of the Wheaton College Statement of Faith as a faithful expression of one's own theological convictions
• Affirmation of the biblical standards for Christian character and God-honoring behavior described throughout the Wheaton College Community Covenant, and promise to adhere to them in personal practice
• Support of the Wheaton College Christ-Centered Diversity Commitment, the Gender Equity Vision Statement, and the College's Convictions on Human Sexuality.  These commitments can be found on the Wheaton College website.

Physical Requirements 

The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 40 pounds.  Pushing, pulling and moving of stage equipment is often required.

FLSA Status - Non Exempt

Updated June 2026