Job Overview

The Program/Scheduling Manager manages academic and performance scheduling, event logistics, and daily operations within CCM. This role coordinates faculty and student recitals, rehearsals, auditions, and special events while overseeing facility, equipment scheduling also creation of various recital and ensemble programs. The position also supervises graduate assistants and student workers, supports front desk operations, and serves as a liaison between faculty, students, marketing, box office staff, and external partners to ensure smooth communication and event execution.

Essential Functions

Faculty/Staff Coordination

Schedule Faculty and guest artist recitals, master classes and other events at CCM.
Coordinate with the College Office to ensure that faculty courses are scheduled and communicated accurately.
Assist in scheduling CCM Prep activities.
Coordinate with admissions office to schedule audition weekend facility needs (rooms, equipment, etc.)
Schedule TAPAA rehearsals, tech, and performances.
Assist with scheduling next fiscal year’s major events as part of the scheduling committee.
Assist Professors and Adjuncts with scheduling class speakers, outside events, etc
Facilitate equipment requests for events, receptions, classes, etc. and schedule instrument tunings as necessary.
Coordinate with box office and marketing teams to relay all performances for upcoming fiscal year, changes, additions and cancellations

Supervising Student Workers

Hire, supervise, train and manage three Graduate Assistants
Assist in supervising operations staff.
Create a team atmosphere that will allow for successful management of program production as well as scheduling.
Recruit, hire, train, schedule, and mentor student worker team (4-7 work study students). Foster leadership, customer service skills, project management and professional growth through consistent coaching, training, and development opportunities.
Create tools for onboarding and hold weekly GA and work study employee meetings
Maintain and update employee handbooks, policies, and procedures.
Create weekly schedules to ensure front desk is always covered to assist with walk in room scheduling and questions

Additional Essential Functions

Student recital scheduling.

Meet with students to explain recital expectations, policies and schedule recital times while avoiding ensemble, faculty, and equipment conflicts.
Report to Performance Studies, Keyboard Studies, Composition Divisions of what has transpired with cancellations/changes to the calendar.
Maintain 25 LIVE web calendar, master calendar, Access database, and recital book, along with “the black book” so that all parties involved in events are informed.
Develop and maintain procedures to efficiently and accurately schedule student recitals and preserve order and fairness.
Manage and organize all documents relating to recital scheduling to ensure students get credit.

Other duties

Working with faculty/staff members and prep to schedule last minute requests – masterclasses, audition weekend, room requests and updates for rehearsals
Act as liaison to internal departments, external entities and community organizations (i.e. touring opera companies, touring orchestra auditions, CSYO, etc.)
Generate programs (prepare, create, proof, send/receive from student and marketing, send reminders) for all recitals, CCM ensembles, and special events
Field general inquiries from the scheduling inbox and ensure all emails are responded to in a timely manner
Coordinate the use of facilities and equipment
Manage day-to-day schedule of activities within CC

Office coverage and conflict resolution.

Coordinate scheduling dress rehearsals, recordings, and non-academic classes/rehearsals
Move parties to accommodate many needs
Assist walk-ins with scheduling, recitals, lockers, ushering, lost & found, etc

Required Education

Bachelor's Degree.
Seven (7) years of relevant work experience and/or other specialized training can be used in lieu of education requirement.