Music Department Coordinator

The Music Department Coordinator plays a vital role in supporting the Music Department and ensuring the smooth operation of all musical aspects of NDI’s programming. This position is central to maintaining efficient communication, organization, and logistics across the department and the wider organization. The ideal candidate is a proactive, detail-oriented project manager who is passionate about NDI’s mission and committed to enabling the Music Director to focus on artistic leadership and program excellence.

Key Responsibilities

Communication & Coordination:

• Serve as the primary point of contact between the Music Director, artistic staff, musicians, production, and administrative teams.
• Coordinate and maintain the music department calendar, including rehearsals, performances, meetings, and special events.
• Track, confirm, and communicate schedules with teaching artists and substitutes, ensuring timely updates and clear communication.
• Support production meetings by preparing agendas, taking notes, and ensuring follow-up on action items.

Materials & Production Support:

• Prepare, organize, and distribute scores, charts, and materials for rehearsals, performances, and professional development sessions.
• Provide on-site assistance during rehearsals and performances, including setup and soundcheck coordination.
• Manage inventory and coordinate maintenance of instruments, scores, and department supplies.

Administration & Documentation:

• Assist with contracting, processing musician paperwork, and ensuring compliance with NDI policies
• Support budget tracking by organizing invoices, collecting receipts, and liaising with the finance team.
• Maintain records of rehearsals, performances, and musician attendance.
• Oversee archival projects and music department documentation.
• Draft and proofread correspondence and reports on behalf of the Music Director.

Requirements

• Strong organizational and time-management skills with exceptional attention to detail.
• Excellent written and verbal communication abilities.
• Ability to manage multiple projects and adapt to changing priorities in a fast-paced environment.
• Proficiency with Microsoft Office and Google Workspace; familiarity with Sibelius or other music notation software is a plus.
• Professionalism, discretion, and a collaborative spirit.
• Experience in arts administration or education is strongly preferred.
• Preferred: Pianist with performance experience.
• Experience coordinating musicians, production teams, or performing arts programs is highly desirable.

Application Instructions

Please email your resume, cover letter, and references to: hiring@nationaldance.org

No phone calls, please.