Arts Events Coordinator

Wheaton College is a prestigious Christian liberal arts college that has been educating students since 1860. Known for its rigorous academic programs and vibrant campus life, Wheaton College fosters intellectual growth and spiritual development within a Christ-centered community. The Conservatory of Music at Wheaton College is an integral part of the institution, dedicated to cultivating musicianship, artistic excellence, and professional skills in its students. The Conservatory hosts a variety of events throughout the academic year including concerts, guest artist residencies, and special performances that not only enrich the campus community but also engage the wider public. These events require meticulous planning and execution to deliver outstanding artistic experiences.

The Arts Events Coordinator position within the Conservatory of Music is a vital role responsible for coordinating the production and management of major music events including high-profile concerts such as the Chicago Symphony Orchestra performances and the Christmas Festival. This role reports directly to the Manager of Arts Events and Operations and functions as the Head House and Stage Manager for flagship concerts and other major events. The position involves supervising and coordinating student staff, ensuring box office operations run smoothly, managing hospitality efforts for large and small-scale events, and overseeing the Spektrix ticketing system which supports the sale and distribution of event tickets.

This role is a 0.88 full-time equivalent (FTE), working 1,830 annual hours. The schedule averages 40 hours per week during the academic nine-month period and reduces to 20 hours per week over the three summer months. The pay rate ranges from $23.00 to $24.50 per hour, reflecting the specialized responsibilities and professional level required.

Key responsibilities include recruitment, training, and supervision of student staff across various event functions such as front-of-house services, box office management, and stage operations. The coordinator oversees logistical details for guest artist visits, including travel arrangements and hospitality, ensures compliance with safety and risk management protocols, and supports marketing efforts related to events. This position uniquely blends organizational skills, event management experience, and an understanding of the musical arts, making it indispensable for the successful presentation of Conservatory events that engage both the college community and external audiences.

The successful candidate will be highly organized, detail-oriented, and capable of managing multiple tasks efficiently in a dynamic environment. Proficiency with Microsoft Office 365 is required, with preferred familiarity in Asana, Spektrix, Squiz, and credit card processing systems. Strong communication skills, problem-solving ability, and a positive, energetic attitude are also essential. Furthermore, since many events occur during evenings and weekends, flexibility in work hours is necessary.

As a faith-based institution, Wheaton College requires this role to affirm and live by the college’s Statement of Faith and Community Covenant, embracing biblical Christian character and principles. This position is non-exempt and includes physical demands such as sitting, talking, hearing, repetitive hand motion, standing, walking, and lifting up to 40 pounds, as well as moving stage equipment. This detailed orchestration of skills and responsibilities ensures the Conservatory of Music’s events contribute to the cultural richness and spiritual vitality of Wheaton College and beyond.