Interlochen seeks a highly organized, detail-oriented, and collaborative professional to provide administrative and operational support to the Music Division. This full-time position plays an important role in ensuring the smooth day-to-day operations of the division across both Interlochen Arts Academy and Interlochen Arts Camp. Working closely with Music Division leadership, faculty, staff, students, and guest artists, this individual coordinates a wide range of administrative, logistical, and facility-related activities, including scheduling, travel arrangements, budget tracking, communications, and operational support. The ideal candidate is a proactive problem-solver who can manage competing priorities, anticipate needs, and build positive working relationships while contributing to an organized, welcoming, and supportive environment for teaching, learning, and artistic collaboration.
Essential Duties & Responsibilities:
- Provide daily administrative, clerical, and technical support to Music Division leadership, faculty, and staff.
- Prepare and process administrative paperwork, including purchase orders, expense reports, contracts, and other departmental documentation.
- Coordinate travel arrangements and itineraries for the Music Division Director, faculty, students, and guest artists, including flights, lodging, ground transportation, and per diem arrangements.
- Support guest artist visits by coordinating contracts, travel logistics, accommodations, and educational materials.
- Assist the Music Division Director with budget tracking, purchasing, and ordering departmental supplies.
- Submit, coordinate, and track service requests with IT, Maintenance, Food Services, Security, Transportation, and other campus departments.
- Oversee daily building operations and facility needs throughout both Arts Camp and Arts Academy sessions, including key distribution, building access, and coordination of facility-related issues.
- Collaborate with Maintenance and Security to coordinate building access and appropriate lock/unlock schedules for rehearsals, concerts, and other Music Division activities.
- Prepare documents, materials, and presentations for departmental meetings and other division activities.
- Provide administrative and technical support during meetings, including assisting with meeting materials and technology needs.
- Assist with developing and maintaining reports, dashboards, and other tools to support Music Division operations and decision-making.
- Support departmental communications, including monitoring and managing shared email inboxes, coordinating correspondence, and assisting with communication-related projects.
- Train, coordinate, and provide direction to Interlochen Arts Camp Arts Cabin Counselors assisting with summer Music Division office operations.
- Support the coordination and execution of auxiliary programs, special projects, and other Music Division activities as needed.
- Collaborate with other departments to support cross-functional projects, operational needs, and institutional initiatives.
- Organize and prioritize responsibilities to ensure timely completion of tasks and alignment with departmental and institutional goals.
- Perform other duties as assigned.
Keyword: Music Administrative & Operations Assistant (Year-Round)
Required Experience:
- Bachelor's degree and a minimum of two years of experience in operational logistics and providing support in an educational setting. A degree in music is preferred but not required.
- Broad experience coordinating logistics and supporting day-to-day operations, with the ability to work effectively with faculty, staff, and students across Interlochen Arts Camp and Interlochen Arts Academy.
- Excellent written and verbal communication skills, including the ability to communicate effectively with diverse populations.
- Proficiency with standard business software and information technology.
- Strong organizational and time management skills, with the ability to manage multiple priorities efficiently and effectively.
- Strong interpersonal skills and the ability to build positive working relationships with faculty, staff, students, parents, guest artists, and visitors.
- Ability to work both independently and collaboratively as part of a team.
- Strong critical thinking, problem-solving, and strategic thinking skills.
- Ability to work effectively with high school-aged students, demonstrating patience, flexibility, and adaptability.
- Energetic, enthusiastic, and welcoming demeanor when interacting with students, faculty, staff, guest artists, parents, and visitors.
- Knowledge of basic accounting and bookkeeping procedures.
Application Materials Required:
From: Interlochen Center for the Arts