Director of Administration & Operations; Administrative & Development Associate

Description

The Heifetz Institute is currently seeking two full-time employees to join its year-round team:

Director of Administration & Operations:
The Heifetz International Music Institute seeks a dynamic, experienced, empathic, and inspiring leader to oversee the operations of the Heifetz Institute Summer Program (including both its Junior and Senior Division) and its accompanying Festival of Concerts, as well as other year-round Heifetz Institute programs both contemplated and in operation, including the Heifetz Ensemble in Residence program, the Heifetz Hear & Now concert series, Heifetz On Tour, and the Heifetz Music Shop. Working in close conjunction with the President & CEO and Artistic Director, the Administration & Operations Director will help to plan and execute Heifetz Institute training, education, and outreach programs, recognizing and taking into account the Institute’s overarching mission and vision in these strategic endeavors. The Director will help to map the future of the Institute as a whole, as a member of the organization’s senior leadership.
Reports to: President & CEO
Location: In-Person
● (While some remote work is possible, candidate must be willing to relocate to Virginia)
● Relocation allowance provided
FLSA Status: Full-Time, exempt
Start Date: April 1, 2024 or earlier, if a candidate is identified prior to the application deadline
Salary Range: $65 – $75K, commensurate with experience
Benefits: This position offers a competitive benefits package that includes medical, dental, and vision coverage, 10 vacation days for the first year and 20 every year following, unlimited sick days, paid holidays, and performance bonuses awarded at the discretion of the President & CEO.

Administrative & Development Associate:
The Heifetz International Music Institute is seeking a dynamic arts administrator to play a key role in planning and executing the many facets of the Institute, including our renowned Summer Program, the Heifetz Hear & Now concert series, Heifetz Ensemble in Residence, Heifetz on Tour, DEI Initiatives, development efforts, and other activities. This full-time, salaried position will generally be the first point of contact for the Institute and as such, the successful candidate must have highly developed customer service and communication skills. The Heifetz Institute’s Administrative & Development Associate will possess a thorough knowledge and understanding of the classical music field, with a focus on string repertoire. This position interacts closely with the Institute’s celebrated faculty, so an understanding of the nuances of working with high caliber artists is a key requirement for this position.
Reports to: Director of Administration & Operations
Location: In-Person
● (While some remote work is possible, candidate must be willing to relocate to Virginia)
● $2,000 relocation allowance provided
FLSA Status: Full-Time, exempt
Start Date: February 15, 2024 or earlier, if a candidate is identified prior to the application deadline
Salary Range: $45 – $50K, commensurate with experience
Benefits: This position offers a competitive benefits package that includes medical, dental, and vision coverage, 10 vacation days for the first year and 20 every year following, unlimited sick days, paid holidays, and performance bonuses awarded at the discretion of the President & CEO.

Job Duties

Director of Administration & Operations:
ROLES & RESPONSIBILITIES:
●Working in close conjunction with the President & CEO and Artistic Director, the Administration & Operations Director helps to plan and execute Heifetz Institute training, education, and outreach programs, recognizing and taking into account the Institute’s overarching mission and vision in these strategic endeavors.
●The Director will bear chief responsibility for the planning and oversight of the daily administration and operations of the Heifetz Institute Summer Program, including the hiring of temporary staff. They will manage and supervise Heifetz Institute concert and ticketing operations. They will arrange housing, transportation, and support logistics for summer faculty and staff. They will also work closely with the Artistic Director, President & CEO, and their designees on admissions operations and decisions, as well as with applicants and their families.
●Similarly, the Director will manage the Heifetz on Tour, Heifetz Ensemble in Residence, and the Heifetz Music Shop in a manner consistent with the summer program operation.
●The Director will take an entrepreneurial and creative approach to developing new program initiatives for the Institute that are faithful to its mission.
●The Director will recruit talented and high-functioning employees, motivate the team, delegate effectively, celebrate diversity within the team, and manage performances. They will lead by example with a positive and confident attitude of responsiveness, guiding the team to pivot, and to be open to feedback and redirection. They will connect and build strong relationships with others, with an ability to communicate clearly and persuasively.
●The Director will provide suggestions and counsel as part of the Heifetz Institute leadership team to build and diversify revenue. They will maintain and ensure effective financial systems and reporting.

Administrative & Development Associate:
ROLES & RESPONSIBILITIES:
● Primary contact for the Institute for patrons, customers, applicants, and vendors. Logistical and production assistance for Heifetz on Tour, the Heifetz Ensemble in Residence [HEIR] program, and other outreach, development, and educational activities.
● Act as primary liaison to the Heifetz Institute Board of Directors, taking minutes, scheduling meetings, and offering general staff support for Board Meetings, Board committees and task forces
● Participate and keep minutes for Heifetz Institute Community Advisory Council Meetings
● Assist with managing ticket & season pass sales
● General management of the office, including but not limited to bill paying, vendor liaising, office supply ordering, etc.
● Secure city permits required to execute the Institute’s various events
● Maintain and manage donor database and records. Ensure the successful planning, execution, evaluation and continued enhancement of all donor
engagement. Interact with recipients, donors, prospects and other constituents in person, online or by phone. Assist in donor communications, track and analyze results, and initiate appropriate follow-up actions. Input donor actions, create queries, export mailing list, run reports and rsvp tracking. Assist in donor and supporter recognition
● Work closely with the President & CEO and the Marketing & Development Manager to execute fundraising campaigns and assist with the process of communications, newsletters and other printed materials
●Act as admissions representative during the Institute’s admissions season. Assist the Director of Administration & Operations in all aspects of planning for the Heifetz Institute’s summer program – Booking faculty travel & housing, Scheduling summer staff interviews, Booking and overseeing student airport transportation & travel arrangements, Assist with scheduling of classes, masterclasses, workshops, etc., Assist with copy editing & distribution of summer program materials, Ordering merch items for students, faculty, and staff, Manage the Institute’s yearly move to/out of Mary Baldwin University Campus, lead staff training sessions, as needed, Fulfill specific summer program roles assigned, i.e.: Junior Division Program Coordinator, Front of House Manager, Scheduler, etc. May vary from year-to-year depending on Institute needs.
● Staff the Heifetz Music Shop, as needed

Skills Required

● Bachelor’s degree in arts administration, music education, or performance is preferred
● 2-4 years of experience working for a music organization, or other non-profit
● Strong knowledge of the classical music field
● Experience with customer service and/or resource management in a professional setting
● Experience working with artists of the highest caliber
● Excellent written and verbal communication skills
● Tech savvy – proficient with MS Office, G-Suite, Canva, Mural, and Slack.
● Familiarity with donor database systems a plus
● Highly organized with a keen eye for detail
● Timely and possessing the ability to complete projects by a set deadline
● Strong interpersonal skills – comfortable working collaboratively within a small team
● Able to prioritize and multitask
● Responsive to feedback
● Able to work independently and manage projects with minimal supervision
● Able to manage, implement, monitor, and evaluate projects
● Comfortable making phone calls and writing emails – English proficiency is a must
● Responsive and attentive to communications during regular business hours from August – April, and extended business hours from May – July.
● Able to cope with demanding situations in a calm and professional manner
● A commitment to the principles of diversity, equity, and inclusion as they relate to the Heifetz Institute and its community
● Committed to Heifetz Institute policies, procedures, and behavioral standards in accordance with the mission and philosophy of the program

Work Schedule

Responsive and attentive to communications during regular business hours from August – April, and extended business hours from May – July.

Additional Info

Applications are accepted at https://airtable.com/app8g79EH63khJ6ql/shrHAScjqbimDfKzd

The mission of the Heifetz International Music Institute is to develop the expressive potential of every performer. The Institute’s teaching philosophy is that artists express their individuality not only through technically and intellectually robust music making, but also through emotional and even physical engagement with the music they play. Through its innovative Performance & Communication Training method, the Institute trains musicians to redefine the concert experience by learning to convey the emotion as well as the technical sophistication of the music they perform. This comprehensive and cross-disciplinary curriculum guides musicians to become more effective communicators and performers on stage, and more sensitive and empathetic off stage. The Institute pursues this mission through concerts, tours, and other educational and artistic activities, including an intensive six-week summer program held in Staunton, Virginia and year-round through its new Heifetz Hear & Now concert series, and its Heifetz on Tour and Heifetz Ensemble in Residence programs.

The Heifetz Institute’s flagship six-week summer program is highly competitive, attracting accomplished string players in several distinct programs, including the primary six-week program for violin, viola, and cello, as well as a dedicated chamber music module, and two three-week Junior Division sessions for students ages 8-14. Students engage in intensive study of solo and chamber works from a faculty considered to be among the very front rank of summer music programs, while also immersed in Performance & Communication Training, consisting of daily classes in Public Speaking, Voice, Drama, Movement, Health & Wellness, and Freedom of Expression, with additional trainings in Diversity, Equity and Inclusion (DEI), Productivity, Time Management, and Organization. Our vision is to prioritize diversity within our enrollment, repertoire, and staffing, and to pave the way for this next generation of musicians to not only carry on the legacies of Western musical masterworks, but also shape them in a way that better reflects our current world.

The Institute’s extensive Festival of Concerts serves as the experiential proving ground for this training, with students performing in daily concert presentations featuring solo and chamber music masterworks. Most recently in 2023, our young artists had myriad opportunities to discover their potential on the concert stage, presenting 532 individual pieces in 57 concerts before a total audience of approximately 8,000 people, and thousands more online via our acclaimed live streams, with programs designed to appeal both to classical music aficionados as well as to families looking for a new cultural experience. The majority of these presentations are either free or less than $10 so as to be accessible to the widest possible audience in our home region, in which the poverty rate is higher than statewide and national averages. Free admission to concerts is offered to all children 12 and under, and student tickets are reduced by up to 80% to ensure access to families and children throughout the region. The collection of talent that assembles each summer in Staunton is unprecedented for a largely rural region with the economic profile of the Shenandoah Valley. It is through the participation of these elite young musicians, many of whom attend through scholarship support, that we are able to present such a high volume of world-class performances at affordable prices.