Artistic and Community Programs Coordinator

ARTISTIC & COMMUNITY PROGRAMS COORDINATOR

Position Type: Non-Exempt/Hourly employee
Reports to: Operations & Community Programs Director
Compensation: $20 – $24/hour

THE POSITION

The Artistic & Community Programs Coordinator reports to the Operations & Community Programs Director and works closely with the Executive and Artistic Directors to provide administrative and operational support for CMNW’s Summer Festival, Year-Round Season, and community engagement programs.

This is a non-exempt, hourly position that generally works within the standard 40-hour work week. However, Summer Festival activities from June 1 – August 1 will require extensive work outside of the standard work week, including extended hours, late evenings, early mornings, and weekends as required by CMNW rehearsals, performances, events, and particular project work load. During festival weeks, the performance and rehearsal schedule allows for only one day off weekly. Night and weekend work is required occasionally outside of the festivals.

JOB DUTIES

Artistic Operations
• With the Operations & Community Programs Director, maintain and coordinate the rehearsal, performance, and event schedule for all programming.
• Coordinate all direct artist services, including contracts, travel, local transportation, housing, and other logistics.
• With supervisor, maintain strong and positive relationships with artists and artist managers.
• Coordinate venue logistics for rehearsal, performance, and events including maintaining strong positive relationships with Reed College, Portland State University and other performance venues.
• Arrange all instrumental needs, including instrument rentals, tuning, and maintenance.
• Oversee the CMNW Music Library, music ordering/purchases, and sheet/electronic music distribution.
• Procure syncing licenses as needed.
• Maintain the master calendar and the database of past artists and performances.
• Ensure the accuracy of program information in all print and electronic media, and serve as the primary content editor for artistic information and program notes.
• Maintain internal webpages and content for education/community programs, staff, artists, and volunteers.
• Supervise the audio and video recording of CMNW performances for archival and other purposes, distribute for broadcast, and maintain the music recording archive.
• During rehearsal and performance periods, provide on-site rehearsal coordination, operations support, and artist coordination, assistance, and hospitality.
• Assist with stage managing performances during the Year Round Season.
• Other duties as assigned by the Operations & Community Programs Director or Executive Director.

Community Programs:
• With the Operations & Community Programs Director, support, coordinate and execute a community engagement plan that enriches and expands CMNW’s existing programming, including:
o Concerts, masterclasses, and demonstrations in schools, youth orchestras, and summer camps
o Community concerts throughout the region
o Special engagement events in underserved communities including children’s hospitals, centers for homeless youth, and elder/memory care facilities
o Adult education activities including Musical Conversations, Conversations with the Composer, and Open Rehearsals
o Young Artist Prelude Performances before select concerts
• During events, provide on-site coordination, operations support, and artist coordination, assistance, and hospitality.
• Coordinate logistics for all community and educational events throughout the year and summer festival
• Work with marketing team to create collateral (programs, posters, digital) and communication/social media plan for education and community events.
• Maintain and enrich long-term relationships with schools, music education programs, and community organizations to connect CMNW artists with these partners and their constituents on an ongoing and consistent basis.
• Coordinate concert attendance opportunities for student groups and community partner organizations.
• Provide support to Young Artist Institute staff during community focused events
Administrative:
• Provide general administrative and technical support for the organization on a project basis.
• Assist Executive, Development, and Marketing staff in preparing information, schedules, budgets, data, photos, and anecdotes for fundraising and marketing, including but not limited to active participation in grant research, writing, and applications where appropriate.
• Update internal tracking documents for repertoire tracking, education and community programs, and other archival information

TRAITS AND CHARACTERISTICS

The Artistic & Community Programs Coordinator must be an experienced professional with successful experience working in administration, operations, or program management with a performing arts organization. They must have excellent planning, financial, organizational, and proof-reading skills, and the ability to manage multiple projects simultaneously in a calm manner that instills trust, confidence, and stability. Flexibility and adaptability to work with many types of individuals, from major artists and donors to production staff and volunteers, is critical. Through our education and community programs, this position will work with many different members of our community, and being understanding, patient and kind are key qualities. Confidentiality is also implied due to the artists and organizations we work with. A passion for engaging young people and our community in CMNW programs is essential, as is the ability to deal with high-pressure situations and occasional crises in a positive, calm, and professional manner with a good sense of humor.

EXPERIENCE AND REQUIREMENTS
A minimum of an associate’s degree and 2 years of experience in administration or a background in arts operations, production, or stage management is preferred. This individual must have musical knowledge, good music reading skills, and a knowledge of classical and chamber music repertoire. The successful candidate will have superb organizational, interpersonal, and communications skills, and a reputation for accuracy, responsiveness, meticulous attention to detail, and follow-up. They must have the energy, flexibility, and physical stamina required to function effectively in the fast-paced environment of a major music festival, and will be able to work effectively with a wide variety of people
This individual must have a valid driver’s license and a reliable vehicle available for business use. It is critical that this individual have basic bookkeeping skills and be an experienced user of Microsoft Word and Excel, Google Suite, and Slack.

JOB CONDITIONS

General: The Artistic & Community Programs Coordinator spends the majority of his/her/their time in an office setting. They also spend each summer working from CMNW’s two college-based performance sites.

This position requires extensive office work including creating and maintaining paper and computer files and communicating using e-mail and telephone. Roughly 90% of time in the office is spent working at a computer workstation or on the telephone. The workspace is lit with fluorescent lighting and natural lighting. The work space, computer workstation, desk, and other equipment are not shared and can be adjusted to make them more ergonomically comfortable.

Equipment Used: In addition to a computer workstation and telephone, a copy machine, and printers are used to perform duties. Use of other office tools may occasionally be required.

Physical Demands: Administratively, this position requires extended periods of sitting and standing. Concentrated data entry using computer keyboard and mouse and occasional extended periods of phone work are required.

Operationally, this position requires physical and emotional stamina, the ability to move quickly and carefully in close quarters around valuable instruments and stage equipment, including frequent use of stairs. Occasional lifting tasks are required and are limited to 40 pounds or less without assistance.

TO APPLY

Submit a résumé, cover letter, and three references to jobs@cmnw.org with “A&C Programs Coordinator” in the subject line by December 15, 2023. All documents should be in PDF format and should not exceed 10 Mb total.
Don’t meet every requirement? At CMNW we are dedicated to building a diverse, inclusive and authentic workplace – if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply. You may be the right candidate for this or other roles.
Chamber Music Northwest is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, national origin, age, disability, sexual orientation, or any other legally protected characteristic.