Program Assistant - Learning And Engagement Department

Does This Sound Like You?

Are you an administrative professional with a passion for the arts? Do you have a knack for coordinating projects and supporting a dynamic team? Do you want to work for an internationally recognized orchestra? If this sounds like you, consider a career as a Program Assistant with the Pittsburgh Symphony Orchestra. This is a full-time, hybrid position based out of our office located in the Cultural District, downtown Pittsburgh.

Who We Are:

The two-time 2018 GRAMMY® Award-winning Pittsburgh Symphony Orchestra is credited with a rich history of engaging the world’s finest conductors and musicians and demonstrates a genuine commitment to the Pittsburgh region and its citizens. Known for its artistic excellence for more than 120 years, the Pittsburgh Symphony today is lauded as the region’s international cultural ambassador. The Symphony’s mission is to engage, enrich, and inspire through unparalleled live musical experiences and is committed to their values of excellence, inclusivity, integrity, celebration, and enjoyment.

Job Purpose:

The Program Assistant provides administrative and program support for all Learning and Engagement Department activities. The Program Assistant performs a variety of duties related to program management including maintaining program records and databases, monitoring registrations, addressing inquiries, tracking expenses, preparing mailings, and assisting at program events.

Essential Duties and Responsibilities:

• Assist with program registration process, including preparation of applications and registration forms, processing of submissions, monitoring program event capacity, creating seating charts, generating materials, and maintaining program data.
• Assist Program Manager with collection of all artist forms required for payment and promotional purposes; maintain artist records.
• Provide general administrative support, including taking meeting minutes; maintaining department mailing lists; updating department calendar; ordering supplies; keeping professional memberships active; and organizing program files.
• Maintain records of musician participation in L&E service exchange events.
• Field customer service inquiries from internal stakeholders and patrons; monitor department email account and phone line; direct inquiries to appropriate personnel or platform.
• Provide administrative and program support to SVP for Music Catalyst as needed.
• Facilitate upkeep of the Fiddlesticks costume, coordinating repairs and cleaning schedule.
• Collaborate with the Learning and Engagement team to plan and implement programs.
• Assist with engagement activities for all programs, including coordination of personnel, preparation of printed materials, and image research.
• Record program expenses and purchasing card receipts. Assist with submission of program invoices to finance department for timely payment.

Required Qualifications:

• Bachelor’s degree with 1-2 years of experience coordinating projects. An equivalent combination of education, training, and experience may be considered.

Preferred Qualifications:

• Exceptional communication skills
• Ability to read music
• Experience working in an office setting

Competencies, Knowledge, Skills, & Abilities:

• Must have access to transportation for travel to alternate work sites in the community
• Ability to work individually and as part of a team
• Excellent customer service skills
• Excellent written and verbal communication skills
• Capacity to work in fast paced environment
• Must be able to pass state and federal clearances to work in educational settings and healthcare facilities
• Ability to work flexible hours including occasional weekends and evenings
• Self-motivated and able to simultaneously manage multiple projects
• Proficiency in using standard office software, especially Microsoft Office Suite
• Detail-oriented with exceptional organizational skills

Work Environment & Physical Demands:

• Ability to lift and carry up to 25 pounds.
• Ability to sit for extended periods of time.
• Ability to climb stairs.

Compensation:

This is a full-time, non-exempt position with an annual salary range between $35,000 - $40,000 depending upon experience. We also offer a comprehensive benefit package which includes paid holidays, paid time off, health benefits, as well as retirement savings options.

Powered by JazzHR

kFz9F3Girl