JOB SUMMARY:

The Conservatory Scheduling & Events Coordinator serves as the primary point of contact for students, faculty, and staff in the room booking process of performance and curricular activities. Reporting to the Director for Performance and Venue Operations, the Coordinator ensures NEC is providing the highest level of service with internal stakeholders to ensure a smooth transition between the booking and production phases. The Coordinator has primary responsibility for the reservation process for internal constituents, NEC faculty, staff, and institutional initiatives, while also partnering with the Manager of Rentals and Partnership Programs in supporting external rentals and bookings. The Coordinator assists the Director for Performance and Venue Operations in the logistical and operational processes for NEC performances/events, classes, and internal partnership programs. The Coordinator shall have a customer service minded approach, and keen problem solving skills in providing guidance on all space policies and works to ensure all issues and concerns are addressed in a timely fashion. This role routinely will coordinate interdepartmentally, working with the other Production and Venue Operations departments, as well as the Recording and Performance Technology Services (RPTS) team, to provide the highest level of customer service to foster relationships Conservatory wide.

QUALIFICATIONS:

• Bachelor’s degree and demonstrated experience in arts management, concert or event production, college or university administration, and/or related responsibilities.

• Practical knowledge of concert, event, and theatrical production standards and requirements.

• Exceptional organizational, logistical, and analytical skills, with high-level attention to detail, timeliness, and the ability to oversee complex systems.
• Exceptional customer service and communication skills (both oral and written,) demonstrated customer service experience, and dedication to promoting quality interactions and relationships.
• Strong computer and internet skills including a practical knowledge of Microsoft Office Suite and Google Workspace, with a comfort level for exploring updated online portals and emerging communications channels.
• Exceptional judgment, discretion, and integrity when working with students in an educational environment
• Dedication to NEC’s values of cultural equity and belonging

ESSENTIAL FUNCTIONS:

• Serves as the point of contact for the booking process for all internal NEC activities and events, collecting all information related to reservation requests. The Coordinator responds to requests for venue reservations through email, internet portals, and in-person meetings.

• Works with the Director to strategize on best practices to streamline the faculty and student event booking process, and to improve service within the Scheduling & Rentals Office.

• Partners with Administration, Faculty and Department Chairs to ensure all rehearsals and concerts are planned and scheduled within the conservatory’s scheduling database and ensures that the Performance and Venue Operations departments have all needed information on dates and event requirements, while keeping in mind the suitability of venue spaces for the requested use.
• Manages the student recital scheduling process and oversees the self-reservation practice room system, as well as all Conservatory communications regarding such processes.
• Assists both the Dean and Chief Artistic Officer and the Assistant Director of Artistic Operations with school concert calendar planning.
• Ensures that policies regarding performance support are implemented uniformly and ideates on ways to improve upon the recital and performance process.
• Data entry and management of required classes into the scheduling system.
• Facilitates the booking process for NEC internal partnerships, residencies and new business initiatives, and in support of the Manager of Rentals & Partnership Programs, as needed.
• Enters, monitors, and maintains reservations using NEC’s web-based scheduling systems, and distributes all reservation confirmations.
• Meets regularly with other members of NEC’s Performance and Venue Operations team, and the RPTS team, to coordinate services and event logistics for all venues on campus.
• Serves as the primary administrator and user for NEC’s room scheduling system, which includes the oversight of access by other internal users of the system, and troubleshooting any issues within the system.
• Provides coverage for the Manager, Rentals & Partnership Programs, when needed, and additional support on rentals, as needed or assigned.
• Hires and supervises the student worker position within the Scheduling office.
• Occasional nights and weekends required.
• Other duties as assigned.

Bachelor’s degree and demonstrated experience in arts management, concert or event production, college or university administration, and/or related responsibilities.

• Practical knowledge of concert, event, and theatrical production standards and requirements.
• Exceptional organizational, logistical, and analytical skills, with high-level attention to detail, timeliness, and the ability to oversee complex systems.
• Exceptional customer service and communication skills (both oral and written,) demonstrated customer service experience, and dedication to promoting quality interactions and relationships.
• Strong computer and internet skills including a practical knowledge of Microsoft Office Suite and Google Workspace, with a comfort level for exploring updated online portals and emerging communications channels.
• Exceptional judgment, discretion, and integrity when working with students in an educational environment
• Dedication to NEC’s values of cultural equity and belongin