Administrative & Development Associate

Heifetz International Music Institute

Staunton, VA

Work Location: In-office


  • Full Time
  • Staunton, VA (Remote)
  • This position has been filled
  • Thu, Dec 15, 2022
  • Work Location: In-office
  • Academic
  • $40,000.00
  • $45,000.00

Website heifetzmusic Heifetz International Music Institute

The Heifetz International Music Institute is seeking a dynamic arts administrator to play a key role in planning and executing the many facets of the Institute, including our renowned Summer Program, the Heifetz Ensemble in Residence, Heifetz on Tour, DEI Initiatives, development efforts, and other activities. This full-time, salaried position will generally be the first point of contact for the Institute and as such, the successful candidate must have highly developed customer service and communication skills.
The Heifetz Institute’s Administrative & Development Associate will possess a thorough knowledge and understanding of the classical music field, with a focus on string repertoire. This position interacts closely with the Institute’s celebrated faculty, so an understanding of the nuances of working with high caliber artists is a key requirement for this position.

Position Title: Administrative & Development Associate
Reports to: Director of Programming & Operations
Location: In-Person (while some remote work is possible, candidate must be willing to relocate to Virginia) | $2000 relocation allowance provided
FLSA Status: Full-Time, exempt
Application Deadline: December 15, 2022
Start Date: January 3rd, 2023 or earlier, if a candidate is identified prior to the application deadline
Salary Range: $40 – $45K
Benefits: This position offers a competitive benefits package that includes medical, dental, and vision coverage, 10 vacation days for the first year and 20 every year following, unlimited sick days, paid holidays, an internet allowance ($75/month), and performance bonuses awarded at the discretion of the President & CEO.

– Bachelor’s degree in arts administration, music education, or performance is preferred
– 2-4 years of experience working for a music organization, or other non-profit
– Strong knowledge of the classical music field
– Experience with customer service and/or resource management in a professional setting
– Experience working with artists of the highest caliber
– Great written and verbal communication skills
– Tech savvy – proficient with MS Office, G-Suite, Canva, Mural, and Slack.
– Familiarity with donor database systems a plus

– Highly organized
– Attentive to detail
– Timely and possessing the ability to complete projects by a set deadline
– Strong interpersonal skills – comfortable working collaboratively within a small team
– Able to prioritize and multitask
– Responsive to feedback
– Able to work independently and manage projects with minimal supervision
– Able to manage, implement, monitor, and evaluate projects
– Comfortable making phone calls and writing emails – English proficiency is a must
– Responsive and attentive to communications during regular business hours from August – April, and extended business hours from May – July.
– Able to cope with stressful and demanding situations in a calm and professional manner
– A commitment to the principles of diversity, equity, and inclusion as they relate to the Heifetz Institute and its community
– Committed to Heifetz Institute policies, procedures, and behavioral standards in accordance with the mission and philosophy of the program

– Primary contact for the Institute for patrons, customers, applicants, and vendors
Logistical and production assistance for Heifetz on Tour, the Heifetz Ensemble in Residence [HEIR] program, and other outreach, development, and educational activities.
– Act as primary liaison to the Heifetz Institute Board of Directors, taking minutes, scheduling meetings, and offering general staff support for Board Meetings, Board committees and task forces
– Participate in Heifetz Institute Community Advisory Council Meetings
– Assist with managing ticket & season pass sales
– General management of the office, including but not limited to bill paying, vendor liaising, office supply ordering, etc.
– Secure city permits required to execute the Institute’s various events

– Maintain and manage donor database and records
– Ensure the successful planning, execution, evaluation and continued enhancement of all donor engagement
– Interact with recipients, donors, prospects and other constituents in person, online or by phone
– Assist in donor communications, track and analyze results, and initiate appropriate follow-up actions
– Input donor actions, create queries, export mailing list, run reports and rsvp tracking
– Assist in donor and supporter recognition
– Work closely with the President & CEO and the Marketing & Development Manager to execute fundraising campaigns and assist with the process of communications, newsletters and other printed materials
– Maintain, manage, and improve planned and legacy giving
– Research grant opportunities for the Institute, and assist Marketing and Development Manager with applications and deadline management
– Follow developments and events within the Staunton community and greater Shenandoah Valley region

– Act as admissions representative during the Institute’s admissions season
– Assist the Director of Programming & Operations in all aspects of planning for the Heifetz Institute’s summer program
– Booking faculty travel & housing
– Scheduling summer staff interviews
– Booking and overseeing student airport transportation & travel arrangements
– Assist with scheduling of classes, masterclasses, workshops, etc.
– Assist with copy editing & distribution of summer program materials
– Ordering merch items for students, faculty, and staff
– Manage the Institute’s yearly move to/out of Mary Baldwin University Campus
– Lead staff training sessions, as needed
– Fulfill specific summer program roles assigned, i.e.: Junior Division Program Coordinator, Front of-House Manager, Scheduler, etc. May vary from year-to-year depending on Institute needs.

– Staff the Heifetz Music Shop, as needed
– Ensure compliance with health and safety regulations, as well as organizational policies, including the Institute’s commitment to DEI initiatives
– Be a representative and ambassador of the Heifetz Institute’s mission, values, and vision
Other duties as assigned

The Heifetz International Music Institute is an intensive, six-week summer training program for advanced-level students of the violin, viola, and cello. The Institute is located on the campus of Mary Baldwin University in the beautiful Shenandoah Valley city of Staunton, Virginia, routinely named one of “Best Small Towns in America.” The Heifetz Institute is dedicated to the concept that young musicians can be taught to communicate the emotion of music by complementing technical agility and brilliant playing with performance and artistry training. Students receive instruction from among the world’s best conservatory teachers for each instrument, and participate in many performance opportunities throughout the summer. The Institute was founded in 1996 by violinist and teacher Daniel Heifetz, and is currently under the Artistic leadership of violinist Nicholas Kitchen.

The Heifetz International Music Institute is an equal-opportunity institution that does not discriminate on the basis of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or status as a disabled veteran or Vietnam era veteran in its programs and activities in accordance with the policies of Mary Baldwin University, the Commonwealth of Virginia, and applicable Federal statutes and regulations. Inquiries regarding the Institute’s non‐discriminatory policies should be directed to the President & CEO, Heifetz International Music Institute, PO Box 2447, Staunton VA 24402. For further information on notice of non‐discrimination and equal opportunity, see the list of OCR enforcement offices for the address and phone number of the office that serves your area, or call 1.800.421.3481.

Please email a resume, cover letter outlining your interest in the position, as well as two writing samples to the Director of Programming & Operations Claudia Encinas at, with the subject line “Administrative & Development Associate Application.” No phone calls, please.

Applications will be reviewed in the order they are received. Applications submitted after the deadline will only be considered if no successful candidate is identified from the pool of applications submitted prior to the deadline.
Successful candidates will be contacted to arrange a 30-45 minute Zoom interview with the Director of Programming & Operations.
Candidates selected to move onto the second round will meet with all full-time team members during a 45-60 minute Zoom meeting.
Decisions will be made within one week of the second- round interview. Candidates will be notified of the committee’s decision regardless of whether or not an offer of employment is made.