About the VSO
Founded in 1919, the Vancouver Symphony Orchestra is the third largest symphony orchestra in Canada, and the largest performing arts organization in Western Canada. The VSO is one of a handful of orchestras worldwide that has its own music school: the VSO School of Music. The organization delivers extensive education programs reaching more than 50,000 young people annually, and community engagement initiatives that reach a further 100,000+ people. Maestro Otto Tausk is the VSO’s Music Director and the Artistic Advisor of the VSO School of Music.
Job Description
Administrator Positions – VSO School of Music
Join Our Team
The VSO School of Music is seeking organized, collaborative, and service-oriented professionals to join our administrative team in one of three Administrator positions supporting our pedagogical departments:
- Administrator, Keyboard Studies – 18 hours/week
- Administrator, Winds, Brass & Percussion Studies – 18 hours/week
- Administrator, Strings Studies – 35 hours/week
Compensation: Starting at $26.50/hour, commensurate with experience.
Reporting to the Director of the respective area of pedagogical study and the Vice President of the VSO School of Music, these Administrators play a central role in supporting the planning, administration, and delivery of programs within their department. Working closely with faculty and the Programming, Registration, Marketing, and Events teams, these positions help ensure the successful operation of lessons, group classes, ensembles, performances, and special initiatives while fostering an exceptional educational experience for students and families at the VSO School of Music.
The Administrator serves as a key liaison between faculty, students, parents, and the broader VSO School community. The successful candidate is highly organized, proactive, and committed to providing exceptional service while actively contributing to the continued growth and excellence of their department.
Key Responsibilities
Administrative Oversight
- Coordinate faculty, student, and studio schedules for departmental offerings, including private lessons, group classes, workshops, camps, ensemble programs, masterclass series, festivals, competitions, and special events.
- Under the direction of departmental leadership, program and input all departmental lessons and activities into the School’s CRM system.
- Maintain the departmental calendar, ensuring accurate scheduling of lessons, classes, events, performances, faculty activities, and departmental deadlines.
- Maintain accurate course, faculty, and student information within the VSO School's registration and scheduling systems.
- Assist with student registration, inquiries, and waitlists.
- Prepare and distribute departmental communications, schedules, instructional materials, and other resources as required.
- Assist with onboarding new faculty, including scheduling, communications, and resource coordination. Support the process of faculty contracting.
- Responsible for setting and meeting deadlines to ensure that departmental operations align with and meet organizational priorities.
Event & Program Coordination
- Provide administrative and logistical support for concerts, recitals, festivals, workshops, masterclasses, camps, auditions, competitions, and special events.
- In collaboration with other team members, coordinate venue logistics, equipment, volunteers, rehearsal schedules, and event setup.
- Prepare concert programs, repertoire listings, and other event materials.
- Collect feedback from faculty, students, and families to support ongoing program evaluation and improvement.
Marketing Support
- Collaborate with the Marketing team to promote departmental programs, performances, and special events.
- Coordinate departmental content, photographs, videos, and announcements for newsletters, social media, and the School website.
- Ensure promotional materials remain current, accurate, and aligned with departmental priorities.
Departmental Planning & Strategic Support
- Participate in regular meetings with leadership to review enrolment, scheduling, and departmental priorities.
- Assist with the planning and implementation of new initiatives and educational programs.
- Compile enrolment statistics, attendance reports, and other departmental data to support planning and decision-making.
- Recommend and implement improvements to administrative processes and workflows that enhance efficiency and the student experience.
- Support departmental reporting, budgeting, documentation, and special projects.
- Participate in school-wide staff meetings and administrative initiatives as required.
Outreach & Community Engagement
- Assist in developing relationships with schools, community organizations, music educators, and arts partners to promote departmental programs.
- Support the planning and coordination of outreach concerts, workshops, and educational events.
- Represent the department at community events and recruitment activities when appropriate.
Qualifications
Required
- Bachelor's degree in Music, Music Education, Arts Administration, Administration or a related field.
- Experience in arts administration, educational administration, event coordination, or customer service.
- Strong organizational and project management skills with the ability to manage multiple priorities simultaneously.
- Excellent written, verbal, and interpersonal communication skills.
- Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams, and SharePoint) and online database systems.
- A collaborative, professional, and service-oriented approach to working with faculty, students, and families.
- Flexibility to work occasional evenings and weekends for concerts and special events.
Preferred
- Experience working in a conservatory, music school, post-secondary music environment, or other educational setting.
- Familiarity with ActiveNet or similar registration and scheduling CRM software.
- Knowledge of music education, instrumental pedagogy, and music program operations.
- Experience supporting concerts, festivals, examinations, or educational events.
Personal Attributes
- Passion for music education and the performing arts.
- Strong attention to detail and excellent organizational abilities.
- Strong interpersonal and communication skills.
- Initiative, sound judgment, and the ability to work independently while contributing positively to a collaborative team.
- A welcoming, student-centred approach and commitment to building an inclusive learning community.
Success in This Role
The successful candidate will demonstrate:
- Exceptional organizational and time management skills while balancing multiple priorities.
- A proactive, solutions-oriented approach to problem-solving and continuous improvement.
- The initiative to actively expand VSO School of Music program offerings.
- Excellent attention to detail and a commitment to accuracy.
- Initiative, sound judgment, and the ability to work independently while contributing to a collaborative team environment.
- A genuine passion for music education and a commitment to supporting the continued growth and excellence of their department.
What it’s like to work here
The VSO and the VSO School of Music offer a fast-paced, creative, and strategically minded workplace environment. We are a group of music-loving arts administrators, with a passion for the performing arts, combined with business acumen, personnel management, and leadership, in a strong and collaborative environment. We are proud of the VSO’s legacy in musical excellence and are working towards growing our reputation as a world-class orchestra, with state-of-the-art teaching facilities, outreach programs, as well as a community of engaged, philanthropic fans.
The VSO and VSO School of Music offer hybrid working models, though given that we work in live performing events, we know that some evening and weekend work will be required on site.
The VSO and the VSO School of Music value diverse perspectives, experiences and cultures and are committed to fostering an inclusive workplace. We encourage applications for this position from members of all groups experiencing barriers to equity.
Benefits
The VSO and the VSOSoM offer a flexible work environment, extended medical benefits available to full time employees, and other incentives and perks.
To Apply
Please email your resume and cover letter to [email protected]
Please include in the subject line:
- Administrator, Keyboard Studies – 18 hours/week
- Administrator, Winds, Brass & Percussion Studies – 18 hours/week
- Administrator, Strings Studies – 35 hours/week
The VSO and the VSOSoM thanks all applicants for their interest, only those applicants selected for an interview will be contacted.
Application deadline
· Open until filled
Pay: $26.50 per hour
Work Location: In person
