Reporting to the Ensemble Program Manager with dotted lines to the Jazz Department Chair, and working closely with jazz applied and ensemble faculty, Orchestral Ensemble Coordinator, Vocal and Elective Ensemble Coordinator and Ensemble Librarian, this position is responsible for providing administrative support to all large and elective jazz ensembles and the jazz department at large. The large and elective jazz ensembles include the Peabody Jazz Ensemble, Peabody Repertoire Jazz Ensemble, Pan American Jazz Ensemble, New Orleans Jazz Ensemble, Gospel Choir, Jazz Combos and Vocal Jazz Combos.
The Ensemble Office consists of the Ensemble Program Manager, Ensemble Coordinator/Orchestral Large Ensembles, Ensemble Coordinator/Vocal and Elective Ensembles, Ensemble Coordinator/Jazz 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.
The Jazz Coordinator is responsible for facilitating thorough communication between the Jazz Department, Concert and Ensemble Operations team, guest artists, external venues, etc.
Act as a primary contact for all production needs for Keystone Korner Guest Artist series and other off-campus performances, including scheduling, venue rentals and backline.
Working closely with the Concert Series Coordinator and jazz applied faculty to ensure that students are meeting the recital requirements in a timely manner and offer guidance throughout the recital registration and performance process.
Coordinate management of all departmental social media with the Office of Communications and Marketing.
Responsible for maintaining jazz departmental memberships with Jazz Education Network and other local and regional jazz associations.
Other minimal extraneous duties at the discretion of the Jazz Department Chair.
Jazz Ensembles Support and Logistics
The Jazz Coordinator is the first stop for students, faculty, and staff with any questions or issues related to large and elective jazz ensembles, serving as an Event Manager for large and elective jazz ensemble performances to ensure proper event advancement.
Placement Audition process
Compile the complete list of all incoming and returning students with jazz large ensemble requirements following Conservatory May entrance auditions in conjunction with the Jazz Department Chair, the Registrar, Director of Advising, and Student Affairs and Academic Affairs Office.
Assist the Ensemble Program Manager in coordinating and scheduling Conservatory jazz large ensembles in-person auditions.
Manage online audition forms through Slate and troubleshoot any issues that may arise.
Create a master schedule of all in-person individual student audition times and provide technical and administrative support to students and production team during in-person auditions.
Student Assignments and Attendance
Responsible for oversight and tracking of individual jazz student assignments throughout their involvement in the ensemble program.
Prepare, maintain, and post current personnel seating rosters for all jazz large ensembles in consultation with Jazz Department Chair, jazz applied and ensemble faculty, and the Ensemble Program Manager.
Coordinate attendance records for all jazz large ensemble services.
Assess large Ensemble Excuse Request Forms received from students in conjunction with the Ensemble Program Manager and make appropriate decisions to approve or reject requests.
Assist the Ensemble Program Manager in recruiting additional student performers as required for certain performances, and if necessary, recruit outside performers.
Update Starfish, an informational student success platform, with alerts related to jazz large ensemble students.
Elective Jazz Ensembles
Work closely with jazz applied faculty, Registrar’s Office and the Scheduling Coordinator, scheduling coachings and rooms, and assisting the Ensemble Program Manager in scheduling performance dates.
Assist the Ensemble Program Manager in hiring and contracting all ringers, coaches, and other guest artists for the jazz ensembles.
Serve as the main point of contact for all Keystone Korner Guest Artist series contracting.
Maintain up to date records of all jazz ensemble’s contracts and assist the Ensemble Program Manager in compiling annual budget data.
ArtsVision and Student Servicing
Jazz large and elective ensemble information is stored on ArtsVision, the web-based software used by the Peabody Institute. The Ensemble and Jazz 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. 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 jazz large and elective ensembles and disseminate digital copies through ArtsVision and email.
Collect and import roster, scheduling, repertoire, technical needs, and rehearsal order data into ArtsVision, and generate reports for students, faculty, and conductors.
Peabody Nest and 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 Jazz Coordinator ensures that all content pertinent to 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 Jazz Coordinator oversees information pertinent to these ensembles including ensemble descriptions.
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.
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.
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.
About The Peabody Institute of the Johns Hopkins Univeristy
Located in the heart of Baltimore's Mt Vernon Cultural District the Peabody Institute was founded in 1857 as America's first academy of music. Today through its degree granting Conservatory and its community based Preparatory, Peabody trains musicians and dancers of every age and at every level. Peabody is one of the nine divisions the comprise the Johns Hopkins University.