Education and Operations Associate

Philharmonic Society of Orange County

Irvine, CA

Work Location: In-office


  • Full Time
  • Irvine, CA
  • Work Location: In-office
  • Academic

Website Philharmonic Society of Orange County

Primary Reporting to Vice President of Education & Community Engagement

Location 1124 Main St, Suite B, Irvine, CA 92614  (primary)

The Education and Operations Associate is responsible for the coordination and implementation of support services required for the general operating of the Education and Community Engagement Department’s extensive Youth Music Education Programs, the Orange County Youth Symphony and the general operating functions of the Artistic Administration Department. This position will work closely with the VP, Education and Community Engagement to oversee, evaluate and develop music education programs that align with the CA Dept of Education’s curriculum standards.

As needed, the Associate will assist the President and Artistic Director in concert matters pertaining to production, artist payments, contracts, etc.

This is a full-time position based in our Irvine office; however, some time may be spent onsite at venues, rehearsal sites, schools, etc.


Responsibilities: The responsibilities of this position include but are not limited to:

Assist the Education and Community Engagement Department of the Philharmonic Society of Orange County in the following areas: 

Youth Music Education: 

Develop and maintain an active database of public and private school contact information
Assist with researching school schedules to support the development of the annual schedule of music education programs.
Assist with invitation creation and dissemination for all education programs, and monitor/format responses.
Assist with school assignments for all programs, sending confirmations and making changes as needed.
Update and/or create evaluation forms for each program; send link to teachers with all program confirmations, or after each performance.
Assist with the implementation of on-site concerts and programs, checking in and/or guiding students from buses to the concert hall and related administrative tasks to support the successful operation of a program
Preparation of directions and instructions for transportation to venues and tabulations of attendance at programs to assist with seating
Assist with research and preparation of Teacher Resource Guides and related educator materials for concerts and programs
Assisting with the reservations, confirmations, and communications to schools for program and concert reservations and day of event logistics
Updating and drafting information on music education programs for promotional purposes and web site updates
Summarize and organize applications and program information for the annual High School Orchestra Festival
E-mail communication to educators and administrators about upcoming programs
Respond to inquiries about education programs
Data entry to update schools, artists, and venue contact information

Orange County Youth Symphony (OCYS): 

Process invoices and check requests received from OCYS general manager
Maintain member records, forms, and application materials.
Act as intermediary between Marketing department and OCYS team for musician concert ticket sign-up sheets and coordination of ticket offers to parents/families
Maintain alumni lists
Assist in coordinating OCYS musician ensembles for event-specific projects (i.e., Gala, Opening Night, etc.)
Assist in email communications to OCYS staff, parents and musicians

General Administrative: 

Maintain Education budget within financial parameters set by the VP, Education and Community Engagement
Collaborate with Marketing, Development and other internal departments on Philharmonic Society special events and annual documents.
Maintain Education and Community Engagement shared calendar
Prepare and process all Education related invoices and work with Finance to make sure artists and contractors are paid
Assist in the filing and organization of archival assets
Coordinate community events such as KUSC, Family Day, etc.
Occasionally represent the Philharmonic Society’s Education and Community Engagement department by attending meetings, concerts, events, etc.

Assist the President and Artistic Director and Production Manager in the following areas:
Production/ Artistic/ Administration:
With guidance from the President and Artistic Director and Production Manager, maintain the production budget, reporting and documenting all activity and updates.
Arrange for artist travel/ground transportation while artists are in Orange County, as needed.
Occasionally serve as backstage staff representative for the Philharmonic Society during main stage events and concerts, attending rehearsals and performances as necessary.
Assist Production Manager to arrange for backstage hospitality for guest artists
Work with Education department on venue selection and contractual matters, production advances for youth concerts, and general scheduling of education related concerts.
Maintain artist contracts, venue contracts and agreements, MOU’s for all concerts and programs
Responsible for pre-concert lecture series, scheduling guest speakers and researching new lecturers.
Prepare and process payment to artists/management agencies as per contract timelines.


Bachelor’s degree in a related field plus a minimum of three years of experience in music/arts education, non-profit management, business administration, concert production or a related field.
Demonstrated ability to work independently and as an integral part of a team; to problem solve, take initiative, set priorities, handle multiple projects, and exercise good judgment in a fast paced, dynamic, deadline driven environment in an organized and professional manner.
Proven project management and special event coordination experience, with an accurate and thorough approach to detail
Proven experience in working successfully with and supporting Board members and volunteers.
Excellent interpersonal skills; poised manner; ability to exercise discretionary judgment and professionally handle sensitive situations. Ability to maintain confidentiality.
Superior organizational and time management skills; ability to oversee multiple projects and quickly discern priorities among competing interests; flexibility and adaptability to changing needs; proven ability to work independently and collaboratively as a member of team.
Demonstrated ability to communicate clearly, diplomatically, and effectively, and maintain a positive outlook while meeting multiple deadlines.
Demonstrated proficiency with a multitude of technology platforms; Zoom, Microsoft Office Suite (Microsoft Word, Excel, Outlook and PowerPoint), relational databases, and web-based tools for the generation of correspondence, reports, spreadsheets, and forms.
Demonstrated ability to maintain confidentiality and to handle confidential and sensitive information in an appropriate manner.

Experience in performing arts and classical music a plus (but not required)
Experience with Adobe Creative Suite
Experience with project management

Key Competencies
Effective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc.
Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results.
Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization.
Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience.
Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures. Acts consistently with organizational core values and beliefs.

Salary is commensurate with qualifications and experience with benefits including health and dental.

Please submit a cover letter, resume and salary requirements to:

Please include in the subject line of your email:

Please submit materials in Adobe PDF or Microsoft Word format

Philharmonic Society of Orange County, 1124 Main Street, Suite B, Irvine, CA 92614


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