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Education Coordinator

Job Description

The Education Coordinator oversees all administrative and operational tasks associated with the management of the Idaho Falls Youth Symphony, as well as provides administrative support of other Idaho Falls Symphony education programs. This position works closely with the Youth Symphony Music Director, the Youth Symphony and Education Committees, and reports to the Executive Director. This is a part-time hourly position that pays $10-12 per hour, for approximately 10-12 hours per week dependent upon need. An annual review process will determine changes to compensation and development of position.


Job Duties & Responsibilities

General:

  • Arrive no less than 30 minutes prior to any IFYS event (rehearsals, auditions, etc.) to ensure that everything is set up as needed before students arrive. Remain throughout the event unless released by Executive Director or Youth Symphony Music Director.

Weekly Rehearsals (Thursdays Sept. thru May, 6:30-9:30pm):

  • Unlock the doors to the building and needed spaces, set up all chairs, stands, and other necessary equipment for rehearsal in a timely manner such that students can warm up when they arrive. Clean up rehearsal spaces after rehearsal, and ensure that the building is securely locked.

    • Coordinate with student volunteers to help with setup and teardown of rehearsal space.

  • Monitor the hallway during rehearsal to ensure the safety of instrument cases.

  • Coordinate and ensure that rehearsal starts promptly and smoothly according to the Music Director’s needs.

  • Create a seating chart to coordinate the needs for chairs, stands, and other equipment, including percussion, with the Idaho Falls High School instrumental music director(s).

  • Stay after rehearsal to clean up and ensure rented rooms are tidied for school the following morning.

Summer Retreat (Location may change, items may not be applicable):

  • Communicate and plan with the venue staff as to when they are available for the youth symphony to attend a dress rehearsal.

  • Order and purchase all food and beverage items as needed for a day of travel; reserve a location for lunch.

  • Coordinate all administrative planning and preparation for and with the bus service.

    • Includes hiring buses, mapping route, deciding how much fuel will be needed, etc.

  • Coordinate parent volunteers for the trip.

  • Compile a list of food allergies and sensitivities, as well as any other relevant medical information.

  • Generate schedule/agenda for students, parents, and staff.

Youth Symphony Mentors:

  • Distribute and collect check request forms for payment of services.

  • Find and contact available mentors as requested by Music Director. Serve as point of contact for mentors, so they know when and where to be at rehearsal.

  • Coordinate with Patron Services Manager to make sure rooms are reserved and unlocked on the desired date.

  • Walk around and monitor mentor sectionals.

Administration:

  • Attendance:

    • Keep weekly attendance records.

    • Email students who were absent, so there is written record of contact.

    • Email students who have reached their limit of absences.

    • Prepare a list of known absences for the Music Director, so they know before rehearsal as many absences as possible.

  • Tuition:

    • Make sure all tuition is collected and processed promptly; write receipts as necessary.

    • Deliver payments to the IFS office when applicable.

  • Folder check-out:

    • Make sure each folder is assigned to a student, and an accurate record is kept.

  • Communications:

    • Send out emails and text messages to keep students and parents aware of all announcements and deadlines. Respond to replies professionally and promptly, preferably within 24 hours.

Marketing:

  • Manage the Youth Symphony Facebook page and other social media as deemed appropriate.

  • Assist in design for posters, flyers, and programs.

  • Create the program file for marketing and advertising.

  • Participate in the budgeting of the Youth Symphony season within the Idaho Falls Symphony budget.

Fundraiser(s):

  • Organize students to play and participate in requested fundraisers.

  • Establish time slots, approve music selections, type of ensemble, and genre.

  • Communicate with IFS office to ensure support is received when needed.

Music Library:

  • Assist the orchestra librarian of the IF Symphony with the preparation of parts for youth symphony.

    • Must be able to understand orchestration and part distribution.

  • Communicate and collaborate on the ordering of music and when folders need to be returned for the prompt return of rentals.

Auditions:

  • Recruiting:

    • Collaborate with IFS staff and music director to come up with marketing plans to recruit students

  • Organize and establish time slots for general new student auditions.

  • Coordinate with Music Director on who will be judges for each group of instruments.

  • Facilitate auditions the day of - set up, tear down, be on-site for administrative/production needs.

  • Coordinate seating auditions/pass-offs, including dictating required passages to students, and receipt of digital recordings.

Concerto Auditions:

  • Organize and establish time slots for concerto competition auditions.

  • Facilitate auditions the day of - set up, tear down, be on-site for administrative/production needs.

  • Collect audition materials from selected winners

  • Prepare copies of audition materials—music, adjudication forms, etc. for judges.

  • Work with Music Director to select panel of judges.

  • Create certificates for participants and winners.

Season Planning:

  • Create attendance sheet(s) for tracking purposes.

  • Create online calendar and schedule posters for both fall and spring.

    • Distribute accordingly.

  • Reserve rooms with the City of Idaho Falls Corporation and Idaho Falls High School (via Patron Services Manager) for room reservations according to the schedule dictated by the Music Director.

  • Update Youth Symphony handbook with all policy changes and updates. Print and distribute.

  • Maintain School Program Participation or Exception forms.

  • Maintain Musician Contracts.

  • Create a seating chart to coordinate the needs for chairs, stands, and other equipment including percussion to the Idaho Falls High School instrumental music director(s).

  • Create senior certificates for those who are graduating from the Idaho Falls Youth Symphony.

  • Coordinate any needs with the Idaho Falls Civic Auditorium staff for upcoming concerts several weeks before the concert and dress rehearsal.

  • Organize and facilitate any run-out concerts (BYU-Idaho, Blackfoot, Pocatello).

Additional Administrative Work (One day per week, Monday-Friday, 11am-4pm):

  • Spend one day per week in the IFS office to be cross-trained on:

    • Selling of single tickets to IFS concerts

    • Selling of season tickets to IFS concerts

    • General customer service procedures for IFS

    • Other administrative tasks as needed

  • Maintain Youth Symphony area of shared Team Google Drive

    • Set-up of next year’s folders

    • Cleanliness of current folders and documents

    • Maintenance of Youth Symphony Google Calendar

  • Assist with Idaho Falls Symphony Ambassador Program

    • Work with volunteer coordinator of the program to learn the program; future development of this position will include facilitation of the program.

    • Includes: managing schedule for three performing groups, communicating directly with school administrators and teachers, occasional presentations about program and assistance with reporting for grant-writing purposes, and more.

  • Assist with Idaho Falls Young Artist’s Competition (every other year)

    • Work with volunteer coordinator of competition to learn the administrative support that is necessary. Future development of this position will include facilitation of the competition.

    • Includes: arranging for judges, compilation of spreadsheet of competitor information and links to audition materials to be provided to the judges, sending results to competitors, and other administrative tasks as needed.


To Apply

You MUST be available on Thursday nights from 6:30 to 9:30pm from September to May.

The ideal candidate for this position has a background in music and/or music education, and some experience with non-profit organizations. They also have some experience with Google Drive, or are quick learners with new computer programs. Some speaking is required, as is lifting and setting up an orchestral stage plot for approximately 100 students once per week.

Interested candidates should send a resume and cover letter to Executive Director Alekzandria Peugh. The email title should be "Education Coordinator Application". Attach your files as PDF documents. Your cover letter should answer the following questions:

- Mandatory: are you available to work Thursdays from 6:30pm to 9:30pm, Septembers through May?

- Why do you want to work with the Idaho Falls Symphony?

- What experiences do you have that makes you stand out from other applicants we may hear from?

- What experience do you have working in Google Drive/G Suite?

- How long do you anticipate staying in this position?

We will accept resumes and cover letters through July 15th. A review of resumes will take place from July 16th through July 20th. Those applicants selected for interviews will be notified by Friday, July 20th. Please do not follow up about your application unless you have not heard anything from our office by July 20th.