Job Summary:

The Naperville Youth Symphony Orchestra Operations Coordinator plays a pivotal role in the successful operation of our youth symphony program. This position involves managing musician records, attendance, tuition payments as well as weekly communications with musicians and their families. This position also manages the rehearsal space, the music library, and coordinates our interns. Finally, this position coordinates with our artistic staff to organize auditions. The ideal candidate will be highly organized, detail-oriented, and passionate about youth music education.

Key Responsibilities:

1. Attendance Management:

• Monitor and record attendance for all rehearsals, sectionals, and performances.
• Follow up with musicians and families regarding absences and ensure adherence to attendance policies.
• Communicate to conductors musicians who will be absent for a rehearsal
• Develop and implement strategies to improve attendance rates.

1. Tuition Management:

• Handle the collection and processing of tuition payments.
• Maintain accurate financial records and provide regular reports to the Board Treasurers.
• Assist families with questions and concerns regarding tuition payments and provide information on available financial aid.
• These responsibilities will not be required in the beginning months of the position as this requires training.

1. Communications:

• Serve as the primary point of contact for musicians, parents, and guardians.
• Send weekly updates and reminders about rehearsals, performances, and other important events.
• Manage and update the program’s communication platforms, including email lists, social media, and the organization’s website.

1. Recruitment and Auditions:

• Coordinate and schedule auditions for prospective and returning musicians.
• Communicate audition details, requirements, and results to participants.
• Work with the Music Director and conductors to ensure a smooth and efficient audition process.

1. General Administrative Support:

• Keep the Calendar and assist the Music Director with coordinating rehearsal and performance spaces.
• Assist with the planning and execution of concerts, special events, and fundraising activities.
• Maintain up-to-date musician records and databases.
• Manage the Music Library (digital and physical libraries)
• Coordinate Interns
• Assist the Music Director in coordinating the chamber program
• Perform other duties as assigned by the Music Director and Board.

Qualifications:

• Bachelor’s degree is required. (preferred in Music, Arts Administration, Education, or a related field).
• Experience in program management, preferably in a musical or educational setting.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in using office software, including MS Office Suite and Google Workspace.
• Ability to work independently and as part of a team.
• Passion for youth music education and commitment to supporting young musicians.

Preferred Qualifications:

• Experience with bookkeeping and/or financial management.
• Familiarity with music education programs and youth symphony operations is a plus.
• Comfortable with data management systems.
• Comfortable with the terminology of an orchestra - or willing to learn.

Working Conditions:

• Evening and weekend work will be required for rehearsals, concerts, and events.
• Remote work is allowed, when onsite presence is not required at orchestra rehearsals and concerts, but is preferred at least once a month.

Compensation:

• Salary commensurate with experience

The Naperville Youth Symphony Orchestra is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.