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Class Act Coordinator
Pacific Symphony

Santa Ana, CA

POSITION SUMMARY

The Class Act Coordinator provides administrative support for Pacific Symphony’s award-winning elementary school partnership program, Class Act.  Based primarily at Pacific Symphony’s offices, the Coordinator interfaces regularly with a diverse group of constituents including elementary school principals, teachers, and parents, providing a high-level customer service experience.  Working closely with the Director of Education, Manager of Education, and Class Act Regional Managers, the Class Act Coordinator also assists with off-site event management at both partner schools and at the Renée and Henry Segerstrom Concert Hall.

In addition to a passion for supporting music education, the ideal candidate will enjoy a fast-paced work environment and possess a high attention to detail in both administrative and operational projects.  He/she will be a proficient multitasker with the ability to comfortably handle a high volume of data-driven projects successfully.

The Coordinator position may expand to include responsibilities outside of Class Act in future seasons, with a possible increase to a 30 hour work-week if responsibilities expand.

JOB DUTIES AND RESPONSIBILITIES

Essential Functions

General administrative support of the Class Act program.

  • Prepare, distribute, and track all administrative and assessment documents
  • Copy and distribute all curricular materials for all program elements, including, but not limited to manuals, scripts, scores, and visuals
  • Support Manager of Education in preparation and execution of all front of house activities for yearly Youth Concerts, including volunteer management and event logistics
  • Plan and coordinate annual Youth Concert luncheon, other meetings and events as requested, including catering and logistics
  • Manage invitations and RSVP’s for all Class Act events, addressing all ticketing needs
  • Communicate with, and respond to, school-site teams and Class Act staff concerning all logistic and general enquiries pertaining to Class Act
  • Interface with Class Act school teams and musicians to produce and distribute programs for Family Night concerts
  • Work closely with Regional Managers and volunteer teams to ensure a high-quality experience for all Class Act partners
  • Assist Manager of Education with all program invoicing and payment/donation processing
  • Oversee day-to-day functioning of the Class Act website
  • Format, process, and submit bi-weekly Class Act musician payroll
  • Assist Manager of Education in yearly application process
  • Manage Class Act archiving process

Other Functions

  • Substitute for Class Act Regional Managers at school sites as-needed, providing management for musicians, presenters, and volunteers
  • Assist with management of Class Act volunteers at Saturday morning Family Concerts
  • Assist with management and administrative and/or logistical support of other program-wide evening events as needed

EDUCATION, EXPERIENCE AND SKILLS

Education:  College degree preferred

Experience:  Strong administrative experience required, including a successful track record of handling projects requiring a high-level of attention to detail and the ability to juggle multiple projects.  Experience in music, education, customer service, and event management a plus.  Familiarity with Pacific Symphony Education Programs and Class Act a plus.

Required Skills:

  • High level of competency and accuracy in Microsoft Outlook, Word, Publisher, Excel, and PowerPoint
  • Competency and comfort with event management and detailed logistics
  • Competency and accuracy with a high volume of data-driven work, including detailed data entry
  • Ability to manage a diverse array of volunteers, including parents, community members, and members of Pacific Symphony Board and League
  • Detail oriented, with the ability to organize a diverse array of projects and materials
  • Excellent written and oral communication skills
  • Excellent people skills and phone manner
  • Passion for music and music education
  • Comfort and skill in dealing with a diverse array of constituents including teachers, parents, administrators, fellow employees, and professional musicians
  • Comfort and skill in working in an office environment, at school-sites, and at a concert hall
  • Highly organized and highly flexible
  • Ability to juggle multiple priorities and projects

Supervisory Responsibility: Occasionally supervise Symphony musicians, presenters, and volunteer teams

Working Conditions:  In-office three or four days a week, occasional day and evening work at school sites, occasional day and evening work at the concert hall.

Employment Status:  Part-time, Non-exempt

This is a year-round position with 20 hours a week over three to four days from August through June and 10-15 hours a week over two to three days during the month of July.

Department:  Education & Community Engagement

Reports To:  Manager of Education

APPLICATION PROCESS

Deadline to Apply is April 23, 2015

Please e-mail cover letter and resume

To:  Carrie Villanueva, Manager of Education

Subject: Class Act Coordinator Search

E Mail: CVillanueva@PacificSymphony.org

No phone calls or faxes

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this position at any time.

Pacific Symphony is an Equal Opportunity Employer.

ORGANIZATIONAL BACKGROUND

Founded in 1978, Pacific Symphony enriches the human spirit through superior performances of classical and symphonic music.  It is a highly dynamic and innovative organization, led artistically by Music Director Carl St.Clair and operationally by President John Forsyte.  It presents more than 100 concerts annually and serves 250,000 community members each year.  Pacific Symphony is nationally and internationally recognized for performance excellence, strong community engagement through education and other programming, and the commissioning of new works by contemporary composers.  Pacific Symphony twice received prestigious ASCAP Awards for Adventuresome Programming, and it was showcased in the League of American Orchestras' nationally released publication, Fearless Journeys: Innovation in Five American Orchestras.  Pacific Symphony's Class Act elementary school enrichment program has been honored by the National Endowment for the Arts and the League of American Orchestras for its effectiveness and programmatic design.

Resident for much of the year at the renowned Renée and Henry Segerstrom Concert Hall, the Symphony also presents a summer outdoor series at Irvine's Verizon Wireless Amphitheater.  During the 2014-2015 season, Music Director Carl St.Clair is celebrating his 25th Anniversary with the Pacific Symphony, while Principal Pops Conductor Richard Kaufman is celebrating his 24th season leading the Pops series, which stars some of the world's leading entertainers.

For 24 consecutive years the Symphony has balanced its budget and has no accumulated debt.  It employs a staff of 50.  The current annual operating budget is approximately $20 million with $2.5 million of the Symphony’s budget dedicated to educational programming.

www.PacificSymphony.org



Contact:Carrie Villanueva
Email:CVillanueva@PacificSymphony.org
Phone:
Addressee:
Address:
Website: www.PacificSymphony.org

Deadline: 04-23-2015


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