Career Center

Ensemble Operations is seeking a Vocal Ensemble Coordinator who will report to the Ensemble Program Manager and will work closely with the Director of Choral Studies, Instrumental Ensemble Coordinator and Ensemble Librarian. This position is responsible for providing administrative support to all vocal large ensembles as well as select elective ensembles. These include the NEXT Ensemble, Peabody Camerata, Peabody Hopkins Conservatory Choir, Gospel Choir, Brass Ensemble, Hip Hop Ensemble, Laptop Ensemble, West African Drumming Ensemble, New Orleans Jazz Ensemble, Jazz Combos and Jazz Vocal Combos. 

The Ensemble Office consists of the Ensemble Program Manager, Ensemble Coordinator/Instrumental Large Ensembles, Ensemble Coordinator/Vocal and Elective Ensembles, and Ensemble Librarian. The Ensemble Office manages the personnel, rehearsals, and performance activities of all large and select elective ensembles at the Peabody Conservatory, administers the graduate orchestral conducting program, and provides instrument loans and rentals to ensemble participants and music education students. The Ensemble Office staff coordinate the placement audition process by which students are assigned to their required ensembles throughout the school year. The Ensemble Office also provides support to the Peabody Preparatory ensemble program, as needed. 

Specific Duties & Responsibilities:

Vocal & Elective Ensemble Support & Logistics

• The Ensemble Coordinator/Vocal and Elective Ensembles is the first stop for students, faculty, and staff with any questions or issues related to vocal and select elective ensembles, serving as an Even Manager for assigned ensemble performances to ensure proper event advancement.

Vocal Ensemble Audition Process

• Compile a list of all incoming and returning students with Vocal Ensemble requirements in conjunction with the Registrar, Director of Advising, and Student Affairs and Academic Affairs Office.
• Create master schedule of all individual placement audition times for students with Vocal Ensemble requirements, as well as students interested in participating without requirements.
• Conduct Vocal Ensemble Auditions and assess student ability in pitch memory, sight singing, and score preparation.
• Manage online audition forms through Slate and troubleshoot any issues that may arise.
• Create a master schedule of all in-person auditions and oversee recruitment of any additional members for Peabody Hopkins Conservatory Choir.
• Provide technical and administrative support to all applicants and production team during in-person auditions.

Vocal Ensemble Student Assignments & Attendance

• Assess Vocal Ensemble Excuse Request Forms received from students in conjunction with the Ensemble Program Manager and make appropriate decisions to approve or reject requests based on merit.
• Assist the Ensemble Program Manager in coordinating the attendance records for Vocal Ensemble and update Starfish alerts related to Vocal Ensemble students.
• Coordinate and recruit instrumentalists required for certain Vocal Ensemble programs.
• Coordinate the preparation of accurate and detailed rehearsals, recordings, and performances and ensure set-up and technical needs are met in conjunction with the Production staff.
• Act as liaison between the Ensemble Office, Director of Choral Studies, and student musicians.

Elective Ensembles

• Oversee and coordinate all equipment and production needs, as well as rehearsal and performance set-up for select elective ensembles.
• Act as a liaison between elective ensemble faculty, the Ensemble Office, and production staff.

Instrument Collection

• Peabody Institute's Instrument Collection comprises of ca. 700 orchestral strings, guitars, harps, woodwinds, brass, and percussion instruments.
• Oversee day-to-day rentals/loans of instruments to students, and maintain an updated electronic real-time inventory of the collection through the Peabody's service desk.
• Perform instrument inventories during the summer months and coordinate repairs and maintenance of instruments throughout the calendar year with outside vendors to ensure all Peabody owned instruments are kept in good playing condition.
• Assist the Ensemble Program Manager in tracking and importing information of instrument and equipment donations, as well as purchases and rental of supplies and additional instruments.
• Coordinate and process all student rental fee payments, and update student records with alerts for delinquent fines owed to the Ensemble Office.

Ensemble Office Interns

• Assist the Ensemble Program Manager and Ensemble Office staff in hiring and training Ensemble Office Interns to effectively manage ensemble services.
• Supervise Interns and oversee their scheduling to ensure all large ensemble rehearsals, performances, and recording sessions have an intern assigned to manage them.
• Process intern timecards through SAP to ensure prompt compensation for their work.

ArtsVision & Student Servicing

• Vocal large and elective ensemble information is stored on ArtsVision, the web-based software used by the Peabody Institute.
• The Ensemble Coordinators maintain content and act as liaison between the Peabody IT Department and ArtsVision staff to address any issues or needs, and roll out phases of implementation of ArtsVision software to students and faculty. The Ensemble Coordinators will input all information into ArtsVision throughout the school year with the majority of the work being done outside of the academic calendar.
• Maintain accurate postings of rehearsal and performance schedules for vocal large and select elective ensembles and disseminate digital copies through ArtsVision and email. 
• Manage and coordinate rosters, repertoire, personnel, rehearsal order, and technical needs through ArtsVision, and generate reports for students, faculty, and conductors as needed.

Contractual Services

• Assist the Ensemble Program Manager in hiring all Vocal Ensemble ringers, coaches, and other guest artists and coordinate and process contracts.
• Maintain up to date records of all Ensemble Office contractual services and assist the Ensemble Program Manager in compiling annual budget data.

Peabody Nest & Website

• The Peabody Nest is the student facing internal website which acts as an information hub for all student related questions from the Ensemble Office.  The Ensemble Coordinator/Vocal and Elective Ensembles ensures that all content for these ensembles is current.  Information on the Nest includes staff information, excuse forms for class release/attendance, instrument rental forms, Syllabi, placement audition information, ArtsVision information, and frequently asked questions.
• The Peabody website is a large, community facing website which houses all departments at the Institute.  The Ensemble Coordinator/Vocal and Elective Ensembles oversees information pertinent to these ensembles including ensemble descriptions.

Minimum Qualifications (Mandatory):

• High School Diploma/GED.
• Three years related experience required (Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula).*
• Demonstrated and working knowledge of Microsoft Office suite, including, but not limited to Word, Excel, and SharePoint.

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job

Preferred Qualifications:

• Bachelor's Degree in music strongly preferred
• Experience in the arts administration field.
• Familiarity with ArtsVision, OPAS, or other arts management and scheduling software.
• Website management experience.
• Experience with SAP or other financial management software. 
• Money handling and procurement card experience

Special Knowledge, SKills & Abilities:

• Demonstrated and working knowledge of Google Drive products.
• Effective communication and interpersonal skills to support working with students, faculty, staff, vendors, donors, and guest performers.
• Ability to work some evenings and weekends according to the concert schedule.
• Excellent organizational skills; ability to multitask.
• Ability to learn and work with new web-based technologies and organizational tools. 

Classified Title: Ensemble Coordinator 
Working Title: Vocal Ensemble Coordinator 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: Commensurate with experience 
Employee group: Full Time 
Schedule: 37.5 hours per week 
Exempt Status: Non-Exempt 
Location: Peabody Institute 
Department name: Ensemble Operations 
Personnel area: Peabody

The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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