Concert Office Coordinator

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Overview

Serve as Concert Office Coordinator supporting the work of the School of Music Concert Office and the Box Office.  Provide high level administrative support and event management at the direction of the Concert Office Manager.

1. Collaborate with the Concert Office staff and student workers to support the School’s concerts, recitals, and special projects.

2. Provide administrative and production support for concerts, including guest artist services. Support Concert Office Manager to execute the Howland Prize residency project at the highest level of hospitality and artistic excellence.

3. Use Tessitura to sell tickets in the Box Office and provide support to Front of House team for ticket scanners at live events.

4. Interface with the Operations and Production teams to ensure Front of House is managed smoothly during School concerts and events, including printing concert programs and creating signage.

5. Attends weekly School of Music production meetings. Performs other duties and responsibilities as necessary to support the needs of the Concert Office and Box Office.

6. Provide research assistance for the School’s concert program data collection project.

7. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate.

8. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminate duplication and improve efficiency throughout the department.

9. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time-sensitive material; initiates follow up.

10. Composes and/or coordinates substantive communications and reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations.

11. Greets visitors, answers and screens telephone calls, and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.

12. May perform other duties as assigned.

13. Evening and weekend hours required.

Required Skills and Abilities

1. Knowledge of Box Office best practices and front of house experience.

2. Exceptional organizational and multitasking skills, with the ability to prioritize and manage competing deadlines in a fast-paced environment.

3. Strong written and verbal communication skills, including the ability to draft and edit documents and correspondence with accuracy and attention to detail.

4. Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with administrative software and systems.

5. Ability to handle sensitive and confidential information with discretion and professionalism.

6. Strong interpersonal skills, with the ability to build trust and work effectively with a diverse group of stakeholders.

Preferred Skills and Abilities

1. Experience in leading and overseeing administrative support staff, including task delegation and performance monitoring for student workers.

2. Familiarity with higher education or academic settings, including experience with faculty appointments, promotions, and event planning.

3. Advanced proficiency with administrative systems such as Workday, Interfolio, and Yale Message.

4. Experience with box office software Tessitura used by the School of Music

5. Bachelor's degree and prior experience in a box office or concert office.

6. Familiarity with classical music and ability to read music notation.

Principal Responsibilities

1. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities. 8. May perform other duties as assigned. Required Education and Experience Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Job Posting Date

08/13/2026

Job Category

Administrative Support

Bargaining Unit

NON

Compensation Grade

Labor Grade C

Compensation Grade Profile

Hourly Range

$28.43

Time Type

Part time

Duration Type

Temporary / Casual (Fixed Term)

Work Model

On-site

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.