Operations Coordinator

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Overview

Serve as Stage Manager for all School of Music public events and manage student workers serving as stage managers and stage crew.  Provide administrative support to the operations department, support concert production, and complete facilities management tasks at the direction of the Director of Operations.  

1. Collaborate with all departments of the School to ensure that events are well-managed and operate smoothly in all buildings and venues.
2. Interface with the Media Production team to support recording and livestreaming of School concerts and recitals.
3. Coordinate instrument tuning for concerts and events with piano, harpsichord, and organ technicians.
4. Oversee all instrument moves in consultation with the piano technicians and the percussion department faculty and students.
5. Attends weekly Woolsey Hall and School of Music production meetings. Performs other duties and responsibilities as necessary to support the needs of the Operations department.
6. 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.
7. 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.
8. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time-sensitive material; initiates follow up.
9. Composes and/or coordinates substantive communications and reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations.
10. 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.
11. May perform other duties as assigned.
12. Evening and weekend hours required.

Required Skills and Abilities

1. Knowledge of stage management and theater safety.

2. Ability to move and carry heavy equipment, instruments, and furniture.

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

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

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

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

7. 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 students 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 classroom and production scheduling software ArtsVision used by the School of Music.

5. Bachelor's degree and prior experience stage managing.

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

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems.  Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.   2. Oversees, instructs, and coordinates activities of support staff.  Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.   3. Provides editorial support for a journal/publication.  Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.   4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.  Assembles and arranges for necessary items.  Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.   5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.  Screens and responds to mail.   6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.  Composes substantive correspondence and written material.   7. Coordinates travel arrangements.  Schedules and coordinates meetings and appointments.  Orders and maintains inventory of supplies.  Takes minutes or dictation.  Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Job Posting Date

08/13/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Time Type

Full 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.