Reporting to the Ensemble Program Manager, this position is responsible for providing administrative support to the ensemble office as well as to providing academic support to all Ensemble activities.
The Ensemble Office manages the personnel, rehearsal, and performance activities of all Large Ensembles at the Peabody Conservatory; administers the graduate orchestral conducting program; provides instrument loans and rentals to ensemble participants and music education students; and maintains the Ensemble Library, supervising the distribution of library materials in support of ensemble activities, opera productions, and conducting recitals. The staff also coordinates the fall placement audition process by which students are assigned to their required large ensembles. The Ensemble Office also provides support to the Peabody Preparatory as needed.
Please note large ensembles are part of the curriculum and therefore part of the academic program at the conservatory. Large ensembles consists of 7 instrumental, 2 choral and 1 jazz ensemble.
Ensemble Office Support
The Ensemble Office Coordinator is the first stop for students with any questions or issues related to Large Ensemble rotations, concerns, and questions.
Manage and coordinate Large Ensemble rosters, repertoire, personnel, and schedule information through Arts Vision.
Liaise with the ArtsVision staff and the IT Department to address Ensemble Office needs.
Roll out phases of implementation for ArtsVision software in the Ensemble Office throughout the school year, with the majority of new implementation taking place outside the regular Academic Calendar.
Maintain accurate and up-to-date web presence for the Ensemble Office both on the Peabody website and ArtsVision, including updated syllabi, schedules, and other resources for students, faculty, staff, and community members.
Coordinate the employment and payment details for all Ensemble Office student workers, including Conductors' Orchestra, Ensemble Library, Interns, and Harp Department Assistants. (@ 160 students)
Coordinate all student payments with regards to Instrument Collection and Ensemble Library fees, and maintain stop-lists for students with delinquent fines owed to the Ensemble Office.
Prepare accurate budget reports for the Ensemble Office in coordination with other Ensemble Office staff.
Liaise with other Peabody offices in service to the Large Ensemble program, including: Business Office, Communications Office, Student Affairs, Registrar, Academic Affairs, Mailing Office, Information Technology Office, Human Relations Office, Box Office, Payroll, Composition Department, etc.
Assist the Ensemble Program Manager with the scheduling, training, and coordination of the Ensemble Office Interns.
Large Ensemble Support and Logistics
Prepare, maintain and post current personnel seating rosters for all Large Ensembles in consultation with the Artistic Director of Ensembles and the Ensemble Program Manager.
Assist the Ensemble Program Manager in coordinating the attendance records for all Large Ensemble services as maintained by Ensemble Office Interns.
Assist the Ensemble Program Manager in updating Starfish alerts related to Large Ensemble students.
Assess ensemble Excuse Request Forms received from students in conjunction with the Ensemble Program Manager, and make appropriate decisions to approve or reject requests based on merit.
Maintain accurate postings of rehearsal schedules for the various Large Ensembles, and disseminate hard copies posted to bulletin boards, and digital copies through ArtsVision.
Collect and import roster and scheduling data into ArtsVision, and generate reports for students, faculty, and conductors.
Assist in recruiting additional student performers as required for certain performances, and if necessary, recruit outside performers.
Coordinate the preparation of accurate and detailed rehearsal and performance stage setup/seating diagrams in conjunction with the Production staff.
Provide logistical support for Production staff at Large Ensemble Performances where required.
Peabody Large Ensemble Auditions.
Coordinate the roster of all incoming and returning students with Large Ensemble requirements for Large Ensemble Placement Auditions after May auditions have taken place and throughout the summer.
Work with the Registrar, Director of Advising, Director of Student Affairs, and Academic Affairs Office to obtain accurate rosters of incoming and new students before the start of the academic year.
Assist the Ensemble Program Manager in coordinating with Peabody faculty to create audition schedules.
Create master schedule of all individual placement audition times for students with Large Ensemble Requirements.
Manage online audition forms through Slate, and troubleshoot any issues that may arise.
Provide technical and administrative support to students and production team during Large Ensemble Auditions.
Manage the rental and loans of Peabody-owned instruments to students and faculty.
Ensure that all Peabody-owned instruments are kept in good playing condition, and work with instrument repair contractors as necessary for service.
Perform instrument inventories during the summer and ensure that instruments undergo regular maintenance.
Coordinate with the Ensemble Librarian to purchase any necessary supplies and instruments as needed for the Instrument Collection.
High School diploma/GED required. A bachelor's degree in music strongly preferred.
Three years related experience required.
Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.
Demonstrated and working knowledge of Microsoft Office suite, including, but not limited to Word, Excel, and Access.
Demonstrated and working knowledge of Google Drive products.
Effective communication and interpersonal skills to support working with students, faculty, staff, vendors, donors, and guest performers as necessary to perform the job.
Ability to work some evenings and weekends according to the concert schedule.
Excellent organizational skills; ability to multitask.
Ability to learn and work with new web-based technologies and organizational tools.
Experience in the arts administration field.
Familiarity with ArtsVision, OPAS, or other arts management and scheduling software.
Working knowledge of Wordpress.
Experience with SAP or other financial management software.
Classified Title: Ensemble Coordinator Working Title: Peabody Conservatory - Ensemble Office Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday; 37.5 hours Exempt Status: Non-Exempt Location: 07-MD:Peabody Institute Department name: 10000981-Concert Operation Personnel area: Peabody
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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.