Program Coordinator of the Gary Karr Young Artists Performance Academy

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Hours: Part-time, 15 hours a week, with at least 10 hours in person divided between Monday and Wednesday afternoons (1:30-6:30pm) when Academy activities are scheduled).

Compensation: $19,600/annum based on a standardized 780-hour year [40% of 1,950 hrs, i.e., 15 hr/week annualized] plus 4% vacation entitlement pay and an employee benefits package after 3 months of work.

Application Deadline: Applications open on a rolling basis to build a pool of qualified staff.

Start Date: November 2025.

To Apply: Please submit a cover letter and resume to:

Tricia Baldwin, Dean

dean[at]

Overview

An inspiring community of talented young artists and committed faculty awaits the next Coordinator of the Gary Karr Young Artists Academy at the Victoria Conservatory of Music.

The role of the Program Coordinator is to support, nurture, enable, and facilitate the work of all those involved with the program. This is achieved through helping to create and sustain a spirit of open communication, consultation, collaboration, and collegiality, while personally building and maintaining a broad knowledge and familiarity with Conservatory people, programs, and operations. This position supports and collaborates with the Karr Academy Artistic Directors in developing and maintaining a productive environment for excellence in teaching and learning in the Academy Program.

Click to read about the Gary Karr Young Artists Performance Academy and the Victoria Conservatory of Music.

Key Responsibilities

Reporting to the Dean, the Academy Coordinator works with Artistic Directors to undertake the following duties. This list of duties is not exhaustive; other duties may be assigned as business needs require.

• Ensure the smooth operation of the Academy.
• Plan, schedule, and coordinate music education programs, workshops, and community events.
• Establish and codify Academy operational procedures.
• Manage logistics such as scheduling, weekly Academy newsletters, music distribution, materials, room bookings, and participant applications, bursary and scholarship applications, and auditions.
• Ensure that the Academy furthers the mission and enhances the reputation of the Victoria Conservatory of Music with administrative duties that include:
• Logistical coordination of classes, performances, and events.
• Student, parent, and teacher liaison and communication.
• Conservatory administrative office liaison duties including registration, financial procedures, and payroll input.
• Solicitation and management of volunteers, in coordination with Conservatory volunteer coordinator.
• Assistance with budget creatio`n and tracking in collaboration with the Artistic Director, Dean, and Chief Financial Officer.
• Management of necessary clerical support processes.
• Guest artist management, scheduling, organizing contracts, and liaison, occasional hosting of classes.
• Coordination of and participation in auditions: publicity, scheduling, and communication; administrative input into candidate selection.
• Creation of administrative procedures; archiving annual program materials.
• Annual evaluation of the Collegium Program that includes tracking program outcomes, collecting feedback, and preparing reports for funders and stakeholders.
• Other relevant duties as may be requested from time to time by Artistic Director.
• Other special projects as appropriate and as time allows.
• Manage the Chamber Music Competition.
• Post monthly sign-up sheets for the Adult Recital Group.
• Ensure inclusivity, accessibility, and cultural responsiveness.

Qualifications and Requirements

• Bachelor's degree (or equivalent experience) in Music, Music Education, Arts Management, or a related field.
• Minimum 2–3 years of experience coordinating or teaching in arts education or community programs.
• Demonstrated strong, methodical, and timely organizational, administrative, and project management skills.
• Experience working with youth, schools, or community partners.

Key Skills

• Program Coordination: Efficient scheduling, budgeting, and resource management.
• Communication: Clear and professional interaction with Artistic Directors, faculty, guest artists, students, parents, and community members.
• Relationship Building: Ability to foster positive relationships within the Conservatory and the community.
• Initiative and Organization Skills: Ability to be ahead of the curve in prompting action in others. Rigorous and proactive approach to planning, communication, and implementing many program details.
• Teamwork: Collaborative spirit, with ability to support colleagues and students.
• Cultural Competency: Sensitivity to diverse backgrounds and inclusive practices. Experience in equity, diversity, and inclusion initiatives in arts or education environments.
• Technical Literacy: Comfortable using digital tools for education, communication, and reporting.

Interpersonal & Organizational Skills

• Excellent communication and people skills, with a demonstrated ability to work positively and collaboratively with students, faculty, and staff.
• Strong organizational, project management, and problem-solving skills; able to manage multiple projects and priorities effectively.

Personal Attributes

• Familiarity with the specific needs of a conservatory or music school environment.
• Demonstrated initiative and ability to work independently while also thriving in a collaborative environment.
• A passion for music with a strong commitment to supporting the needs of a diverse faculty and student community.
• Creative and strategic thinker with a caregiving aptitude for students, parents, and faculty.
• Flexibility and adaptability; willingness to take on evolving responsibilities.

Please note: A criminal record check will be required by the Conservatory for successful candidates.