Music Ensemble & Concert Coordinator

Reports to: Chair, Music Department

Salary Grade: USG under review

Starting Salary Range: $48-$68,000

FTE: 0.8FTE - 28 hours per week

Application deadline April 26, 2026

Conrad Grebel University College is a liberal arts college founded by the Mennonite church and affiliated with the University of Waterloo. The mission and programs of Grebel are rooted in and inspired by its Christian identity and its Anabaptist/Mennonite heritage. Grebel offers undergraduate, graduate, and community education programs in peace and conflict studies, music, theological and religious studies, and Mennonite studies. It also has a residence which houses approximately 172 university students. Grebel is also home to the Kindred Credit Union Centre for Peace Advancement (CPA).

The Ensemble & Concert Coordinator organizes ensemble groups, Noon Hour Concerts, and promotional tasks in support of the Music Department’s ongoing operations. Good relational skills are required as the coordinator is often the first point of contact for students and visitors to the department. This position requires a solid understanding of the practices and procedures of the Music Department and the University of Waterloo and contributes to a hospitable environment for students and a collegial climate within the College community.

The Music Department serves approximately 25 majors and 35 minors, as well as approximately 80 studio students per year. There are up to 2000 course enrolments annually, and approximately 500 students who participate in music ensembles.  Music staff members coordinate with 5 full-time faculty members and 8-10 adjunct and studio instructors per term.

Ensembles

• Coordinate the ensembles program, which includes approximately 8 ensemble groups with over 550 participants.
• Coordinate the audition process in consultation with Ensemble Directors; order music/scores; prepare information sheets; book rehearsal spaces; post audition times; update Ensemble webpages; and maintain membership lists.
• Manage Quest processes for ensemble registrations, credit/no-credit, and grade submission; liaise with the Registrar’s Office as needed.
• Liaise with Ensemble Directors, ensuring that the ensemble schedule matches the academic calendar; at end of term, post feedback forms and prepare summaries for the Department Chair and Ensemble Directors.
• Collect ensemble fees for all ensembles.
• Post and compile Ensemble Director evaluations.

Ensemble Concerts

• Work with Ensemble Directors to organize the operational details of approximately 14 ensemble concerts annually, planning dates a year or more in advance.
• Book venues in consultation with Ensemble Directors and coordinate set-up arrangements.
• Create and print concert programs using content provided.
• Arrange for concert staff and arrange receptions.
• Act as house manager during the concert.
• Arrange for audio and/or video recording where appropriate; coordinate editing; hire/engage recording engineer(s); and transport audio recording equipment to the venue.
• Coordinate registrations and ticket sales.
• Ensure any required instrument maintenance is performed (e.g., piano tuning).
• Arrange transportation for instruments to/from concert venues, including renting and safely driving a cargo van or 16-foot cube truck.

Noon Hour Concerts

• Support the faculty member in charge of the Noon Hour Concert program in presenting approximately 16 concerts annually.
• Book rooms and make room set-up arrangements.
• Create concert programs using content provided.
• Act as house manager during the concert.
• Liaise with musicians regarding logistical details, including instrument maintenance.
• Requisition payment for musicians.

Other Concerts

• Assist with special concerts or events as required.

Orchestra@uwaterloo Aria and Concerto Competition

• Plan and organize this event every two years under the direction of the Orchestra Director.
• Engage adjudicators and accompanists at the suggestion of the Orchestra Director and requisition payments.
• Plan schedule for day of competition, including advance rehearsals with accompanists, hospitality, and the finalists’ concert.
• Coordinate contestants and arrange publicity.

Concert Communications and Publicity

• Support the promotional needs of the Music Department for ensembles and concerts.
• Assist with the creation and distribution of brochures, posters, and electronic screens using templates and tools provided by the Communications Department.
• Generate mailings and maintain the publicity database.
• Create content relating to ensembles and concerts for websites and social media pages; ensure timely web updates for ensemble information.
• Send concert information to local media outlets.

Academic

• Coordinate periodic updates to the online Music Student Handbook.
• Compile material and data for the Music Department Annual Report.

Music Library

• Operate the Music Library: maintain the library database (using ResourceMate), catalogue and label scores, assist patrons with signing out materials, shelve materials, process rental requests, and keep the library organized.
• Arrange for the repair of instruments, coordinate instrument rentals, and track student use of Grebel instruments.

• Engage with outside organizations regarding the loan of instruments and sheet music, as needed.

Music Office

• Maintain display areas, produce signs, photocopy, track key requests, and ensure the office area maintains a professional appearance.
• Prepare and submit SOCAN reports and requisition payment.
• Respond to questions and direct students to appropriate faculty or staff for further information.
• Assist with outreach activities (e.g., Chapel Choir church visits, UW Club Fair, Gamelan demonstrations), distinct from formal UW recruitment events.
• Maintain department memberships (e.g., Ontario Music Educators Association, Choirs Ontario).
• Provide functional guidance to casual student help and offer short-term coverage for colleagues (e.g., lunches, breaks, sick days, vacation).
• Contribute to a hospitable and collegial climate for all members of the College community.

Ontario Mennonite Music Camp (OMMC) Administration

• Serve as OMMC Administrator: attend committee meetings, set up registrations, coordinate publicity, and process related requisitions.

• Support for the identity and mission of Conrad Grebel University College.
• Familiarity with University of Waterloo policies and procedures is preferred.
• A full Class G driver’s license and the ability to rent and drive a cargo van/cube truck; ability to safely back up large vehicles.
• This position requires the ability to work evenings and weekends during end of term concert seasons.

Education

• Undergraduate degree is an asset but not required,
• High School diploma required.
• A related college diploma or undergraduate degree is beneficial.

Experience

• Experience coordinating multiple activities in a busy office is preferred

• Solid understanding of the practices and procedures of the Music Department and knowledge and appreciation for the study of Music is preferred
• International and cross-cultural sensitivity experience is an advantage
• Demonstrated initiative, with the ability to work by objective with minimal direct oversight is required

Knowledge/Skills/Abilities

Interpersonal & Collaboration

• Excellent interpersonal skills; ability to relate to students, faculty, staff, guests, community members, and outside organizations.
• Ability to work in a consultative environment, taking direction from leadership (e.g., Noon Hour Concert Coordinator, Ensemble Directors, Chair).
• Ability to work with diverse stakeholders, often with competing priorities.
• Ability to contribute to a hospitable and collegial climate for all members of the College community.
• Strong written and verbal communication skills.

Organization & Administration

• Exceptional attention to detail; strong administrative and organizational skills; commitment to accuracy.
• Ability to multitask effectively in a busy, student‑facing office and collaborate collegially in a shared workspace.

Creativity & Problem-Solving

• Creative thinking and the ability to make on‑the‑spot decisions when running events.
• Creativity and a basic knowledge of graphic design.

Technical / Software

• Strong competence with Microsoft Office Suite, including SharePoint and Teams.
• Familiarity with ResourceMate (Music Library database software).
• Willingness to learn new programs and technologies.
• Comfort with website updates (WCMS) and posting to social media for events.

Music Knowledge

• Interest in a broad range of music and familiarity with musical notation and terminology.
• Basic knowledge of instruments.

Other Abilities

• Full reliability in matters requiring discretion and confidentiality.
• A basic knowledge of other languages is considered an asset.

Contacts: Communicates with colleagues in the Music department (Undergraduate Academic and Administrative Coordinator, Music Department). Liaise with the Faculty, Ensemble Directors, Booking, Events and IT Services Coordinator, and external venues for the purposes of planning and arranging concerts and events.  The Director of Operations and HR Manager of the College are responsible for matters related to contract benefits workspace and equipment.

Level of Responsibility: The position has defined duties and responsibilities and is expected to work with minimal supervision. This position has no direct reports, and reports to the Chair of the Music Department.

Decision-Making Authority: Makes independent decisions regarding defined duties and responsibilities within the accountabilities as outlined above. Must be skilled at dealing directly with personnel, patron and client situations in a tactful, calm, respectful and authoritative manner with support and deferral to the Chair if and as necessary.

Physical and Sensory Demands: Demands are typical of an administrative position that functions within office and meeting environments. Exposure to a service-oriented environment with deadlines, changing priorities, and varying volumes throughout the year. During concert and performance time, occasional heavy lifting – under 50 lbs - is required to move instruments.

Working Environment: Office working environment with frequent need to give close attention to various stimuli such as written and verbal information. The work is varied, and priorities must be juggled to ensure all projects are completed successfully. Working Hours: Flexible Schedule required during concert time (6-8 weeks per year – 2 weeks at end of each term) when evening and weekend work is required. The remaining year is generally regular working hours, some evening/weekend work may be required. Overtime is not expected as the flexible schedule allows for shortened day shifts when evening and weekend work is required. Risks (Physical): No significant risks. Risks (Psychological): Interactions with people who are upset or angry is possible. This position is located in Waterloo. Travel is required to local venues for offsite concerts. The College is a primarily in-person workplace. 

All employees of the College are expected to follow College and applicable University of Waterloo health and safety policy, procedures and work practices at all times. Employees are also responsible for the completion of all health and safety training, as assigned. Employees with staff supervision and/or management responsibilities will ensure that assigned staff abide by the above, and actively identify, assess and correct health and safety hazards, as required.