Job Details

YMMC Program Assistant Job Posting 

Join Youth Music Monterey County in building the next generation of musicians and leaders. The ideal Program Assistant candidate is organized, detail oriented, and excels at both independent and group work. They support day to day activities of Youth Music Monterey County (YMMC) ensembles: Junior Youth Orchestra (JYO), Honors Orchestra (HO), South County Strings (SCS), Orchestra in the Schools (OITS) and Ensembles Programs. Some candidates may see a long list of job requirements and feel discouraged because they don`t match every single bullet point – we suggest, please apply anyway. A positive attitude and collaborative spirit are highly valued. Reports primarily to Executive Director. This position is part-time, approximately 20 hours/ week, pays $35/hr, and requires a flexible schedule supervising weekend & evening rehearsals and concerts. 

Requirements:

• Self-motivated, organized, detail oriented, and thorough approach to all aspects of role and responsibilities
• Ability to manage projects and competing deadlines
• Excellent written and verbal communication skills
• High degree of responsiveness, availability and ability to shift/change
• Car and personal insurance coverage required; travel to rehearsal and performance sites necessary
• Proficient with common office programs, i.e. Microsoft Word, Excel, Google Workspace.
• Physically able to transport equipment required at performances and events (up to 30 lbs)
• Background check required

Preferred Skills:

• Experience working with youth
• Background in music a plus
• Social media management skills

Key responsibilities:

Junior Youth and Honors Orchestras, Orchestra in the Schools (JYO & HO, OITS):

1. Coordinating, managing, and communicating schedule (time & venue) for rehearsals and performances, avoiding as much as possible conflict with other school/music events. 
2. Scan & distribute music for orchestra members, coaches, and guest musicians.
3. Schedule coaches and guest musicians as needed.
4. Create a roster for each rehearsal, track JYO, HO seating as indicated by the Music Director (MD), communicate absences to the MD, track student attendance. Notify families of students with unexcused absences.
5. Attend all rehearsals, concerts and retreats. Support students, staff, and volunteers in logistics of each event.
6. Enforce student conduct according to YMMC handbook.
7. Arrange for availability and transport of instruments needed for concerts.
8. Monitor students at events – students must be under direct supervision of YMMC staff or Board members during YMMC activities.
9. Organize lists of students applying for financial aid, communicate and collate needed application materials, and participate in aid determinations.
10. Assist with coordinating, communicating MOUs (Memorandum of Understanding) for collaborations and work cooperatively with representatives of collaborating organizations.
11. Assist ED and YMMC MD with communicating needs of space, time, equipment, and personnel for performance events.
12. Collaborate with staff and board to create, circulate and gather parent/student survey information from constituents.
13. Assist as required in event promotional activities.

Site rehearsal duties (JYO, HO, and OITS):

1. Arrange rehearsal venue and schedule for the program year in conjunction with YMMC ED
2. Arrive 30 minutes before (OITS) and 1 hour before starting time (JYO, HO); arrange to have rooms open, chairs and stands set up.  
3. Have parent sign-in/sign out sheets prepared; collect & file at the end of rehearsals
4. Call parents of any absent students
5. Keep spare music parts available
6. Ensure medical/photo releases are complete and on file
7. Keep list of students` emergency contacts, 1st aid kit available at rehearsals
8. Remain on site until all students are picked up
9. Check bathrooms, classrooms, and cafeteria at end of rehearsals
10. Lock all doors & return key to office
11. Monitor snack and recess

South County Strings (SCS):

1. Be familiar with details of MOUs with each school district and assist each instructor/school administrators with scheduling classes at school sites.
2. Support instructors with student registration, instrument and equipment distribution.
3. Track instrument inventory-create report each June of missing/damaged instruments and arrange for repairs.
4. Order supplies for students/instructors.
5. Assist with communicating school/concert events to all constituents and community. 

Ensembles (Chamber Players, Brass/Woodwind Ensembles):

1. Support each coach as needed with arranging rehearsal space and materials for each ensemble program. 
2. Attend concerts and outreach performances. Support students/directors with logistics and communications.

General responsibilities: 

1. Keep accurate and updated records of enrolled students.
2. Ensure that musical instruments are distributed according to procedure.
3. Keep music library in good order.
4. Maintain clean, organized workspace. Share responsibility for a clean office, securing supplies, answering phones, managing day-to-day program correspondence.
5. Assist with coordination of volunteer activities related to backstage needs.
6. Update calendars as needed, communicate changes to all participants. 
7. Respond to all emails, phone calls and texts 
8. Assist YMMC ED with website/social media updates

Meetings:

1. Attend Staff, Board meetings as necessary
2. Prepare program director updates, reports for Board, staff meetings

Please submit via this posting or the following address:

1) Résumé

2) Three references

Youth Music Monterey County

 546B Hartnell Street

Monterey, CA 93940

For more information on YMMC, visit our website at: www.youthmusicmonterey.org