Department of Music Production Coordinator



Stanford University

Department of Music Production Coordinator

Job Number:
75810

Note: Not all unique aspects of the job are covered by this job description

This role performs specialized, diverse work activities and coordinates solutions, under limited supervision supporting the concert hall rehearsals and productions of Department of Music ensembles. This is an individual contributor role. You will be expected to work with Department of Music ensemble directors to determine production needs for ensemble rehearsals and concerts at Department of Music venues, especially those involving Bing Concert Hall.


A key function of this position will be to attend and production manage ensemble dress rehearsals and concerts at Bing Concert Hall (and other venues as needed). This includes, but is not limited to, preparing and arranging orchestra chairs and music stands, pianos, keyboards, percussion instruments, and stage and choral platforms. Assist as possible with Front of House decisions. Communicate production needs with artistic and production staff, including but not limited to information about concert timings, dressing room usage, catered events, and all aspects of the production.

Each quarter this role is required to attend and coordinate the stage set-up for the first one to three rehearsals for each ensemble rehearsing at Bing Concert Hall. This will include the need to hire and supervise student stage crew for ensemble rehearsals and performances, communicate work schedules to students on a weekly basis, and review and approve timesheets on a bi-weekly basis.


This role will work with the staff of BCH / Stanford Live to arrange production elements such as lighting, audio visual elements, piano tuning, and stage platforming as well as be responsible to contract production specialists as needed. Hire and supervise over hire stagehands as needed. This person will coordinate and track the schedules of rehearsals and events for the Department of Music ensembles and track, review, and provide initial approval for invoices for events at Bing Concert Hall and other venues as assigned.

This position will work with the DoM faculty and directors to create a yearly request for dates at BCH and submit the dates to Stanford Live. Communicate changes to Stanford Live and Department of Music staff throughout the year. This position will also handle property administration by completing tagging, data entry and inventory; completing purchase orders, receiving; and completing record keeping, tracking, information gathering and support for space allocation decision makers.


It is expected that this position will complete project coordination by: performing the assigned tasks within department projects; acting as a project coordinator/liaison; and overseeing and executing projects (limited to small, local projects), including their organization, scheduling, budgeting, and implementation.


This position is also designated to serve as safety management coordinator by correcting identified safety issues; conducting safety training and/or new employee facility orientation; and participating in emergency preparedness, recovery and business continuity coordination. Another key function of this role will be to coordinate space management and planning activities including: move coordination; space inventory; space allocation tracking; specifying set-ups; maximizing space utilization.

CORE DUTIES*:
  • Serve as property operations / maintenance point of contact for facilities' issues in assigned building(s), unit(s), lab(s); initiate work requests, monitor completion; coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment); perform condition assessments on appearance, equipment, or troubleshooting (formulated by another group, FSM); implement preventive maintenance plan; coordinate & integrate utility usage/optimization(monitor usage, gather info, provide recommendations, follow-up, shutdown requirements); coordinate contract work, third party vendors; identify, recommend & implement building operations & process modifications to the facility for increased productivity and/or cost reduction; coordinate maintenance logistics (to avoid faculty conflicts, events).
  • Handle property administration by completing tagging, data entry and inventory; completing purchase orders, receiving; and completing record keeping, tracking, information gathering and support for space allocation decision makers.
  • Complete project coordination by: performing the assigned tasks within department projects; acting as a project coordinator/liaison; and overseeing and executing projects (limited to small, local projects), including their organization, scheduling, budgeting, and implementation.
  • Serve as safety management coordinator by correcting identified safety issues; tracking chemical inventory, disposal, hazardous waste; communicating and implementing disposal procedures in laboratory settings; conducting safety training and/or new employee facility orientation; and participating in emergency preparedness, recovery and business continuity coordination.
  • Coordinate space management and planning activities including: move coordination; space inventory; space allocation tracking; specifying set-ups; maximizing space utilization; providing input into facilities renewal model; and capital plan implementation (as assigned). * - Other duties may also be assigned MINIMUM REQUIREMENTS:
    Education & Experience:

    Associate degree and three years related, demonstrated facilities management experience, or a combination of education and relevant experience.


    Knowledge, Skills and Abilities:
  • Interpersonal skills, mature judgment required to interact effectively with a broad range of people, including faculty and vendors, both individually and in groups.
  • Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates.
  • Working knowledge of applications such as Excel, Word, PowerPoint, Project.
  • Experience working with internal and external vendors and services contracting.
  • Background knowledge of safe handling and disposal of chemicals and hazardous waste; emergency preparedness plans and their implementation; and property administration specific to PO tracking, receiving, and inventory control. Certifications and Licenses:
  • Valid California Non-commercial Driver's License. PHYSICAL REQUIREMENTS*:
  • Frequently stand/walk, seated, performs desk-based computer tasks.
  • Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds
  • Rarely; kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
  • Ability to obtain and maintain a California Non-commercial Class Driver's license and drive day or night.

    * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

    WORKING CONDITIONS:
  • Requires 24-hour response availability seven days per week for emergency situations.
  • May be exposed to noise > 80dB TWA.
  • May working at heights 4 - 10 ft. WORK STANDARDS:
  • Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles.
  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu. Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.



    Job: Facilities

    Location: School of Humanities and Sciences
    Schedule: Part-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.






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