Ensemble Program Administrator

The University of Minnesota, Twin Cities (UMTC) is one of the largest public research universities in the United States, providing a dynamic and diverse environment for undergraduate, graduate, and professional students. Located in the vibrant metropolitan area of Minneapolis and St. Paul, UMTC benefits from close partnerships with world-leading health centers, international corporations, government agencies, and cultural, nonprofit, and public service organizations. UMTC prides itself on being recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). The university is committed to fostering a welcoming and inclusive culture, emphasizing diversity, equity, and inclusion in all its endeavors. Employees at UMTC enjoy a positive work environment supported by culture excellence awards that recognize employee appreciation and work-life flexibility.

The School of Music (SoM) at the University of Minnesota is dedicated to understanding, sharing, and disseminating music through creation, performance, research, and education. It strives for excellence in scholarly, creative, and pedagogical activities, providing top-tier professional training to students pursuing a wide range of musical careers. The School also offers substantial artistic, cultural, and intellectual enrichment to the university community and beyond.

The Ensemble Program Coordinator plays a pivotal role within the School of Music by coordinating a wide range of public activities, focusing primarily on the Marching and Athletic Bands (MAB) which represent 75% of the position's duties. The remaining responsibilities involve managing other SoM ensemble-based performance and recruitment events. This role acts as a strategic bridge connecting ensemble programs, university stakeholders, and the public to ensure that high-profile performances and festivals align with the School’s mission and overarching goals.

This hybrid optional position is split between the offices in Ferguson Hall and Huntington Bank Stadium, with in-person work required during key events that may occur on evenings, weekends, and holidays. The Ensemble Program Coordinator works closely with SoM faculty and administration to guarantee the seamless execution of all major SoM events and performances, supervising personnel, overseeing logistics, managing budgets, and fostering relationships with alumni and donors.

Key responsibilities encompass program and event management, specifically for Marching and Athletic Band events such as Spat Camp, football games, bowl games, and NCAA and Big Ten travel. The Coordinator also manages signature workshops and festivals including the Wind Band Conducting Workshop, Concert Band Festival, and Jazz Festival, ensuring all logistics such as registration, scheduling, and hospitality are flawlessly handled. The role includes budget preparation and reconciliation, contracting professional services, travel arrangements for visiting artists, and on-site event execution.

The Coordinator provides leadership in aligning programming efforts with recruitment and admissions objectives for both MAB and SoM large ensembles. Safety and compliance duties include managing the Safety of Minors process to ensure all staff and volunteers complete necessary background checks and training. Touring support for ensembles includes planning and coordinating transportation, housing, and venue contracts for regional, national, and international tours.

In addition to event management, the Coordinator collaborates extensively with the SoM Communications team to develop marketing and storytelling initiatives that highlight student and ensemble achievements. Management of social media content and student-led media projects also fall under their purview to maintain brand consistency. The Coordinator supports donor relations by managing alumni data, coordinating fundraising initiatives like "Give to the Max Day," and overseeing correspondence related to scholarships and donor acknowledgments. Alumni engagement is facilitated through partnerships with faculty and the Band Alumni Society for key events and reunions.

Administrative leadership and supervision constitute about 20 percent of the role, including the oversight of MAB instructors, student workers, office assistants, and social media coordinators. The Coordinator manages human resources and finance processes involved in hiring, time approval, and performance management, represents the ensemble division in School of Music administrative meetings, and serves on various committees such as recruitment. The role also entails inventory management responsibilities for ensemble offices.

Candidates for this position should have a bachelor’s degree plus two years of project or event management experience, or six years of combined education and experience. Preferred qualifications include one year of supervisory experience and demonstrated expertise in event logistics within the arts, particularly with knowledge of UMN systems like Chrome River, EFS, and PeopleSoft. This critical position offers an exciting opportunity to contribute significantly to the vibrancy and success of the University of Minnesota’s School of Music ensemble programs.