Artistic Administration & Operations Coordinator

Cleveland Institute of Music

Be the future of classical music

Cleveland, OH

Work Location: In-office


Website cim_edu Cleveland Institute of Music

Be the future of classical music

Company Overview

The Cleveland Institute of Music (CIM), founded in 1920 with composer Ernest Bloch as the founding director, is one of just seven independent conservatories of music in the United States, one of three devoted exclusively to classical music performance and the only nestled in America’s heartland. CIM’s campus – in the world-class center of innovation in healthcare, education and arts & culture known as University Circle – offers an incomparable environment for learning, study and artistic development.

CIM’s graduates command the most celebrated and revered stages in the world as soloists, chamber musicians and ensemble members; compose meaningful, award-winning new repertoire; and are highly sought-after teaching artists, administrators and though leaders. More than half of the members of The Cleveland Orchestra are connected to CIM as members of the faculty, alumni or both. The Institute’s diverse talent tapestry uniquely positions CIM as the future of classical music.

All CIM students benefit from access to world-renowned visiting artists and conductors, intensive study with CIM’s stellar faculty and the rich curriculum offered by CIM’s partner Case Western Reserve University, CIM’s Center for Innovative Musicianship (known as CIM²) embraces the school’s mission to empower the world’s most talented classical music students to fulfill their dreams and potential by offering extensive experiential opportunities for students to foster the practical skills necessary for a seamless transition into a professional career.

CIM is an integral part of Cleveland’s art community, presenting nearly 600 free performances and master classes on campus each year, and hundreds more at locations throughout the region, including Severance Hall, which is widely regarded as one of the world’s finest concert halls. Students and faculty engage with partners including The Cleveland Orchestra, Cleveland Museum of Art, Cleveland Institute of Art and other cultural, educational and community organizations to create classical music that is as vibrant and varied as the city of Cleveland.

Job Summary

The Artistic Administration and Operations Coordinator provides administrative leadership within the Office of Artistic Administration and Operations, whose mission is to provide a web of support and structure which empowers CIM’s artistic excellence, with a particular focus on extraordinary service and support for key resident and guest artists.

Primary Duties and Responsibilities

Provide executive support to the Dean of Artistic Administration and Operations:
Manage the Dean’s calendar, appointments, meetings, and travel arrangements.
Coordinate details and logistics for events and meetings, including invitations, setup, technology, catering, and teardown.
Track, prepare, and submit accounting and expense reports.
Provide and prepare research, reports, data, analysis, and presentations.
Organize, store and make accessible accurate records and files.
Provide support for committees by maintaining meeting agendas and minutes, as well as coordinating room set-up.
Overall support of the entire Artistic Administration and Operations team which includes Recording Arts Services, Concerts, Events, and Ensembles, and Piano Technicians departments:
Serve as Office’s inbound point of contact by directing calls and emails to appropriate person to aid in efficient communication.
Picking up concert programs and printed materials from the printers.
Assist executing rental agreements and invoices as needed.
Ensure vendors, caterers, instrument repairs, piano moving companies, guest artists, etc. are paid in a timely manner.
Provide back up of ASIMUT scheduling system, including managing any requests through RoomRes.
Special Events management:
Maintain events supplies in main and hospitality kitchens and in McAfee Conference Room; order items as needed.
Promote events internally and externally to increase awareness and boost attendance.
Place catering orders as needed.
Provide onsite management of assigned events and coordinate with CIM staff to provide additional support.
Supervise quality food and beverage services for each event as appropriate.
Manage all set up and logistics as directed.
Assist with compiling and confirming event RSVPs as needed by relevant internal parties.
Evaluate each event and make recommendations for improvement.
Facilitate other event needs as directed.
Serve as artistic assistant for key resident and guest artists as assigned, including the principal conductor of the CIM Orchestra:
Assist with scheduling and travel arrangements.
Provide rehearsal, concert, and event hospitality.
Serve as a liaison for communicating key information and deadlines.
Assist with tasks relevant to their artistic and academic responsibilities.
Serve as a liaison to faculty, staff, and students on artistic matters and provide administrative support when needed.
Liaise with marketing to maintain external and internal communications platforms across web, social, and print to ensure accurate and timely information is always available.
Other duties as assigned.
Education, Experience and Qualifications

Bachelor’s degree with a focus in Music, Arts Administration or Business Management OR proven experience in administrative support.
Experience working in classical music and/or education is advantageous.
Must possess database management skills.
Proficient use of Microsoft Office 365 products and willingness to learn and master new technology tools and systems.
Strong communication skills and interpersonal skills required; a customer-service mindset in serving internal stakeholders.
Must be able to thrive in a collaborative and team environment; puts the needs of team above self.
Positive self-starter and able to overcome obstacles.
Personal Attributes

Appreciation of music and energized by engaging with musicians and artists.
Energetic, flexible, and adaptable.
Enjoys working with a vast array of people.
Works equally autonomously and in a group.
Strong multitasking abilities, with the capacity to prioritize appropriately.
Attention to detail and ability to meet deadlines consistently is essential.
Discreet and maintains confidentiality.
Working Conditions/Physical Requirements

Work occurs primarily in an office setting during normal business hours. Some evenings and weekends will be required. 

Position requires physical dexterity for moving, standing, climbing or walking for significant periods of time and lifting up to 35 pounds. 

Benefits and Perks

Medical, Dental and Vision Insurance.
Flexible Spending and Health Savings Accounts.
Retirement with a matching contribution after one year of service.
Company paid short-term and long-term disability insurance.
Paid time off – vacation, personal, and sick time. In addition, two floating holidays and two weeks paid while the Institute is closed for winter break.
Remote work opportunities.
Tuition discount for employees and dependents.

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