Conservatory Artistic Administration and Operations and Jazz Studies

Oberlin -
Oberlin, OH

Apply Now

Job Details

Full-time
$30.04 an hour

Qualifications

Google Workspace
Customer communication
Basic graphic design principles
Confidential information handling
Microsoft Excel
Office activity coordination
Faculty collaboration
Academic institution experience
Operations coordination planning
Student database management
Student information system
Team scheduling
Communication platforms
Data management
Special events experience
Managing projects
Typing
Enterprise Learning Management
Professional art or design
Productivity software
Office management
Educational software
Operations planning

Full Job Description

The Conservatory of Music at Oberlin College and Conservatory invites applications for a full-time (1.0 FTE) Departmental Technician II position beginning on August 3, 2026.

The Oberlin Conservatory of Music, founded in 1865, is the nation’s oldest continuously operating conservatory, and the only major music school in the country linked with a preeminent liberal arts college. Students are enrolled in undergraduate programs leading to the Bachelor of Music in performance, jazz studies, composition, technology in music and related arts, recording arts and production, musical theater, and musicology. Oberlin also offers graduate programs leading to the Master of Music in conducting, the Master of Music in performance on historical instruments, the Master of Fine Arts in piano technology, and artist diplomas.

Responsibilities

GENERAL FUNCTION: The Departmental Technician II for Conservatory Artistic Administration and Operations and Jazz Studies provides comprehensive administrative, operational, facilities, and programmatic support for the Office of the Dean of the Conservatory and the Division of Jazz Studies.

The position coordinates a broad range of academic operations, facilities management processes, event logistics, student support services, communications, and departmental functions in support of Conservatory leadership, faculty, students, guest artists, and institutional initiatives. The position exercises independent judgment in coordinating operational processes, managing competing priorities, and supporting complex academic and performance-related activities across multiple Conservatory departments and facilities.

Reporting formally to the Conservatory’s Manager of Academic Operations, the Departmental Technician II also works under the direction of the Senior Associate Dean of Artistic Administration and Operations and the Director of Jazz Studies.

Essential Job Functions

Duties/essential functions may include, but not be limited to, the following:

In support of the Senior Associate Dean for Artistic Administration and Operations:

Coordinate Conservatory facilities operations and building access systems across multiple academic and performance spaces, including administration of Blackboard Transact access controls, key-card systems, scheduled building access, facilities inspections, work order coordination, and communication with campus operations partners regarding maintenance and safety needs.
Coordinate the assignment of specialized practice rooms under the guidance of the Senior Associate Dean for Artistic Administration and Operations.
Coordinate office assignments, relocations, telephone services, and related operational needs across the Conservatory.
Coordinate and maintain Conservatory informational and digital communications systems, including building signage, faculty and staff directories, operational notices, and digital displays throughout the Conservatory complex.
Oversee and conduct daily inspections of Conservatory rooms and building facilities to ensure cleanliness, safety, functionality, and compliance with operational standards.
Manage the administration and maintenance of the Conservatory’s instrument inventory program, including management of digital keyboard inventory, student instrument loans, and comprehensive inventory records containing instrument specifications, locations, and condition information.
Collaborate with faculty and relevant departments to conduct annual inventory verification, monitor instrument assignments and locations, and support long-term planning for instrument maintenance and repair needs.
Support the administration of instrument-related gifts and acquisitions by coordinating shipping and receipt, maintaining inventory documentation, preparing donor correspondence and deed-of-gift materials, and assisting with communications related to gift inquiries and acknowledgments.
Attend weekly production staff meetings.
Provide additional administrative and operational support and perform related duties in support of the Senior Associate Dean for Artistic Administration and Operations.

In support of the Office of the Conservatory Dean:

Support the scheduling, coordination, and upkeep of Conservatory guest apartments.
Assist with the planning and execution of special events, receptions, luncheons, banquets, and related activities, as needed.
Provide back-up support for the Conservatory Academic Administrative Assistant and the Applied Studies and Musical Theater Administrative Assistants, as needed;
Assist with processing consent entries for primary and secondary PVSTs, as assigned by the Manager of Academic Operations.
Provide administrative and operational support to the Office of the Dean of the Conservatory, including the Office of the Associate Deans and perform additional duties as assigned.

In support of the Jazz Studies Division and Performance & Improvisation Program (PI):

Provide administrative support for jazz faculty including preparing class materials, correspondence, schedules, student lists, posters, and related documents.
Coordinate promotional communications and digital outreach for Jazz Studies and PI programs and events, including graphic design, posters, email communications, website updates, social media content, and marketing materials for concerts, forums, and guest artist residencies.
Coordinate academic and performance scheduling logistics for the Division of Jazz Studies, including rehearsal and coaching spaces, auditions, faculty teaching schedules, ensemble operations, registration coordination, coaching assignments, and performance scheduling.
Support academic operations for Jazz Studies students through monitoring degree progress, maintaining placement and assessment records, coordinating registration and consent processes, and collaborating with the Associate Dean for Academic Affairs regarding academic standing and student support needs.
Maintain and support the Oberlin Jazz Ensemble and Sonny Rollins Ensemble music libraries, including cataloging materials, preparing performance charts, and transcribing or editing scores utilizing Finale music notation software.
Coordinate travel, accommodations, itineraries, and logistical arrangements for faculty, students, guest artists, and PI program activities, including collaboration with the Concert Production Office and support for off-campus performances and residencies.
Maintain departmental operational resources, including budget tracking, supply inventory, equipment databases, and coordination of maintenance and repair needs for Jazz Studies and PI programs.
Provide comprehensive administrative support and front-line customer service for faculty, students, staff, and guest artists through management of communications, inquiries, reception coverage, and coordination with Conservatory administrative offices.
Support First-Year and Sophomore Committees by preparing materials, scheduling meetings, reserving spaces, and scanning and distributing completed committee documentation.
Manage locker assignments for Jazz Studies students within the Kohl Building.

Marginal Job Functions

Required Qualifications

Bachelor’s degree preferred, or equivalent combination of education and progressively responsible administrative, operational, or academic support experience.
Minimum of 5–7 years of professional experience in administrative operations, academic administration, arts administration, or a related field.
Excellent written, verbal, organizational, and interpersonal communication skills.
Demonstrated ability to coordinate multiple projects and priorities in a fast-paced academic or arts environment.
Demonstrated ability to support complex scheduling, event coordination, and operational activities within a performance-based or academic environment.
Ability to exercise independent judgment, discretion, and professionalism when handling sensitive or confidential information, and independently prioritize complex administrative and operational responsibilities.
Strong attention to detail and accuracy in data management, scheduling, communications, and operational processes.
Demonstrated proficiency with Microsoft Office Suite, Google Workspace, database systems, and digital communication platforms. Experience with graphic design and communications platforms such as Canva and Adobe Creative Suite.
Experience with, or the ability to quickly learn and manage institution-specific systems including Banner, Degree Works, Blackboard Transact, Engage, and related campus technologies.
Ability to work effectively with faculty, students, guest artists, and staff in a highly collaborative conservatory and performance-based environment.
Demonstrated reliability and favorable work references.

Desired Qualifications

Familiarity with music ensemble operations, concert production, or arts administration.
Experience supporting academic programs within higher education, conservatory, or performing arts environments. Working knowledge of music terminology, rehearsal scheduling, and performance logistics.
Experience coordinating artist residencies, guest travel, or event management.
Familiarity with music notation software such as Finale or Sibelius.

Compensation

The Pay Grade 7 Administrative Assistant position is to be filled at an hourly rate of $30.04 or at the appropriate transfer rate for internal candidates, and includes an excellent benefits package.

Special Instructions to Applicants

A complete application will be comprised of 1) a Cover Letter, 2) Resume; and 3) List of References.

Review of applications will begin on July 15, 2026, and continue until the position is filled. Those received after that date may be considered until the position is filled.

This position is open to all current OCOPE members and external candidates. OCOPE members will be given preference during the 10-day review period that expires on 07/15/2026

Note: Applicants chosen for interview will be contacted to take the following tests in the Human Resources Office: Keyboarding, Basic Word, Basic Excel and Proofreading testing. Candidates must pass all tests to be considered for an interview.

Note: Testing requirements are based on qualifications listed in the classification plan document.

Oberlin College is committed to creating and sustaining a vibrant, welcoming community where all individuals are treated with dignity and respect, and where every member has an equal opportunity to learn, work, and contribute based on their talents, skills, and merit. We value a campus environment that draws on a wide range of backgrounds, experiences, perspectives, and ideas to enrich education, scholarship, and daily interactions. The College adheres strictly to all applicable federal and state civil rights laws, including Title VI, Title VII, Title IX, the Equal Protection Clause, and related regulations. We do not discriminate on the basis of race, color, national origin, sex, disability, age, religion, sexual orientation, gender identity, or any other protected characteristic in employment, admissions, or educational programs. Hiring and advancement decisions are made based on qualifications, experience, and job-related criteria. We encourage candidates from all backgrounds who share our dedication to academic excellence, free inquiry, respectful dialogue, and equal opportunity under the law to apply. The Office for Institutional Equity plays a key role in supporting a fair, compliant, and inclusive workplace and learning environment for the entire Oberlin community.

Documents Needed to Apply

Required Documents

Cover Letter

Resume

List of References

Optional Documents

Apply Now

Documents Needed to Apply

Job Seeker Tools

Employer Tools

Browse

Stay Connected