PROGRAM ASSOCIATE & CONCERT MANAGER
The Music School of Delaware – Wilmington & Milford Campuses Reports to Dean
Position Summary
The Program Associate & Concert Manager provides comprehensive administrative, operational, and concert management support for The Music School of Delaware’s programming activities across the Wilmington and Milford campuses. This full-time position combines day-to-day administrative support for the Dean with oversight of concert logistics, event implementation, and program coordination to ensure the successful execution of the Music School’s educational and artistic mission.
The Program Associate & Concert Manager serves as a key liaison among faculty, staff, students, guest artists, technicians, volunteers, and the Communications Team to support programming initiatives, maintain organizational consistency, and ensure the professional execution of concerts, masterclasses, competitions, and special events. Exceptional attention to detail is one of the most essential components of success in this role, as accuracy, consistency, and organization are critical across all areas of responsibility.
Primary Responsibilities
Administrative Leadership & Program Support
- Provide comprehensive administrative and secretarial support to the Dean, including scheduling, correspondence, document preparation, records management, and day-to-day office coordination.
- Assist with classroom and ensemble development initiatives, including organizing, tracking, and maintaining records related to programming efforts to support consistency and effective implementation.
- Prepare and distribute administrative documents for program initiatives, ensuring timely, accurate, and organized communication.
- Maintain regular communication and collaboration with Wilmington and Milford campus staff regarding programming initiatives and operational needs.
- Attend meetings as requested and prepare accurate and timely minutes for Faculty Leadership Team meetings.
- Assist with all aspects of the Faculty Evaluation Process, including documentation and organization of comments, reports, and associated data.
- Provide accurate and timely information related to payroll needs for faculty and staff supported through program department activities.
- Support rental program operations, including coordination, scheduling, and communication with participants and stakeholders.
- Attend events and programs as needed to provide administrative and logistical support on behalf of the school.
Concert & Event Management
- Coordinate, oversee, and manage Music School professional, amateur, and student concerts, masterclasses, and events, including on-site supervision of approximately 120 annual concerts and events as scheduled by the school. Support for fundraising events may be required as necessary.
- Coordinate all stage, backstage, and front-of-house logistics, including artist support, stage setup, archival recording, audience coordination, and ticket reporting.
- Prepare and distribute concert programs, tickets, production materials, and performance listings, ensuring consistent accuracy, organization, and exceptional attention to detail.
- Create, maintain, and regularly update comprehensive concert listings for Wilmington and Milford campuses to support scheduling, publicity, and promotional needs.
- Prepare concert production information for professional performances to ensure artistic, logistical, and operational needs are clearly identified and communicated in advance.
- Coordinate volunteer efforts for ushers and other event support needs as appropriate.
- Manage concerts and events at both Wilmington and Milford campuses as a core responsibility unless prior approval is granted by the Dean. When necessary, coordinate an approved substitute for event coverage.
Competition, Audition & Evaluation Coordination
- Oversee administrative coordination of the Delaware Concerto Competition for Young Musicians, including pre-event communication, materials preparation, adjudicator coordination, hospitality, on-site event management, facility logistics, and distribution of adjudicator comments to teachers, instructors, and student files.
- Oversee administrative coordination of Merit Scholarship auditions and evaluations, including communication, materials preparation, hospitality, adjudicator and facility coordination, score tabulation for leadership review, and distribution of written comments to faculty and student records (excluding scores).
Communications & Institutional Collaboration
- Work collaboratively with the Staff Communications Team to ensure concerts, events, and programs are effectively publicized, documented, and supported through promotional efforts.
- Assist with program and concert promotion, including preparation and coordination of materials and communication support as needed.
- Collaborate with faculty and staff to gather information for publications, website updates,
concert materials, and other institutional communications.
Facilities & Instrument Coordination
- Maintain and oversee piano tuning schedules, coordinating with approved technicians to ensure instruments are regularly serviced and performance-ready.
Essential Qualifications
- Bachelor’s or graduate degree in music performance, music education, or music business required.
- Strong organizational and administrative skills with demonstrated follow-through.
- Exceptional attention to detail and organizational accuracy, as precision and consistency are among the most essential components of success in this position.
- Ability to manage multiple projects, deadlines, and event logistics in a dynamic educational and performance environment.
- Strong written and verbal communication skills.
- Demonstrated ability to work collaboratively with faculty, staff, students, volunteers, and guest artists.
- Commitment to supporting the educational and artistic mission of The Music School of Delaware.
Preferred Qualifications
Preference may be given to candidates with one or more of the following:
- Experience in arts administration preferred.
- Familiarity with music school, arts organization, or educational programming environments.
- Experience coordinating concerts, events, competitions, or large-scale artistic programs.
- Demonstrated ability to manage schedules, records, and administrative systems efficiently.
- Experience working collaboratively with communications or marketing teams to support program visibility and audience engagement.
Core Competencies
The ideal candidate will demonstrate:
- Strong organizational, planning, and time-management skills.
- Professionalism and discretion in handling confidential information and institutional matters.
- Ability to manage multiple priorities while maintaining accuracy, responsiveness, and attention to detail.
- Strong interpersonal skills and the ability to build positive working relationships across departments and campuses.
- Flexibility, initiative, and problem-solving abilities in both administrative and event settings.
- Commitment to fostering a welcoming, professional, and collaborative arts environment.
Additional Responsibilities
This document outlines the primary responsibilities and expectations of the Program Associate & Concert Manager position. Additional duties, projects, and responsibilities may be assigned as needed to support the evolving needs of The Music School of Delaware and its programming initiatives.
Contact
Please send cover letter and resume to [email protected].
Pay: $43,000.00 - $45,000.00 per year
Benefits:
- 401(k)
- Employee discount
- Health insurance
- Life insurance
- Vision insurance
Work Location: In person
