event coordinator

July 22, 2026VENUE AND CONCERT COORDINATOR (BAND LEVEL 8)School of Music(Permanent Position)Every year, more than 25,000 people from the community at large engage with the School of Music. Our performance spaces, the D.F. Cook Recital Hall and Suncor Energy Hall, see up to 10 festivals, more than 30 mainstage concerts, and over 1,200 events annually. Linked to recording facilities, our concert halls are equipped for high-end networked performance. In addition to our two concert halls, the building features 23 practice rooms, large acoustically excellent rehearsal rooms, and a state-of-the-art electronic music laboratory. Students enjoy secure locker space and a comfortable student lounge. We estimate approximately 5,000 bookings annually. The position of Venue and Concert Coordinator comes with an incredibly high level of independence, initiative, and complexity. The position is essential to the effective running and operations of the School of Music. The successful applicant will take a leadership role in the evolution of the School of Music as a Centre of Excellence by researching and recommending technical and physical infrastructure improvements. DUTIES Reporting to the Senior Administrative Officer, the Venue and Concert Coordinator will be responsible for managing the School of Music facility as a performance venue and academic unit. Duties include coordinating the planning and execution of venue bookings for all internal and external concerts, festivals, conferences, lectures, rehearsals, and other events; preparing venue and event estimates; negotiating and preparing rental agreement contracts for external users whilst adhering to University policies and procedures; supervising and training part-time staff (up to 25 student assistants) in the operations of the facility, including concert management protocols and box office procedures; preparing shift schedules for casual staff and student assistants; reconciling box office receipts and preparing settlements and payments to artists; preparing invoices for external users and maintaining invoicing software; coordinating the student recital cycle; arranging special setup or classroom requirements; monitoring room conditions and layouts specific to bookings; maintaining an instrument inventory of up to 200 instruments; coordinating repairs to the building and equipment and instruments; coordinating ancillary operations, including keys, swipe card access, building equipment, and security procedures; generating and maintaining data pertaining to the external and public activities booked within the School; and performing other related duties as required. The position is also involved in the cultivation and execution of business development initiatives. A flexible work schedule, including evenings and weekend work, is required. QUALIFICATIONS Experience (5-8 years) in maintaining the operation of a performance venue and/or public building or facility, and concert or event production; completion of an undergraduate degree in a related discipline, coupled with musical knowledge, is required; or an equivalent combination of experience and training may be considered. The successful applicant will have exceptional leadership, project management, organizational, time management, negotiation, problem-solving, and supervisory skills. Proven event management abilities, strong interpersonal skills, customer-service orientation, and excellent verbal and written communication skills are necessary. The ideal candidate will have demonstrated experience in cultivating and maintaining client relationships, as well as financial and budget management experience. Knowledge of Microsoft Word, Excel, and online meeting hosting platforms (Webex and/or Zoom) is essential. Experience working with invoicing software, video editing, and audio recording software; previous venue management experience in an academic or performing arts centre setting; and an interest in and knowledge of classical music, con