Logistics and Ensembles Officer at Stellenbosch University

Duties   

• Managing ensembles
• Providing logistical support for all departmental ensembles.
• Overseeing acquisition and preparation of sheet music.
• Booking venues for concerts and rehearsals in collaboration with the Facilities Manager.
• Providing administrative support to all conductors.
• Booking ad hoc players as needed.
• Providing payment spreadsheets and initiating vendor application processes.
• Supervising ensemble assistants.
• Managing the orchestral archive.
• Accompanying and assisting departmental ensembles on travels, as needed.

Duties in terms of departmental productions

• Compiling budgets of all ensemble productions.
• Arranging catering for post-concert receptions.
• Liaising with outside service providers for catering and recording / sound equipment hire.
• Offering logistical support to the artistic manager with regard to marketing and publicity.
• Organising and scheduling lunch hour concerts.
• Ensuring successful staging of performances by:
• Liaising with the artistic manager, Facilities Division and stage crew.
• Providing clear directives to Facilities Management regarding stage set-up.
• Managing front of house and ticketing for concerts in collaboration with the facilities and artistic managers.
• Ensuring that backstage facilities and artists' rooms are prepared for concerts.
• Availability to work after hours at concerts and events.

Academic support service

• Scheduling departmental class and venue timetables.
• Scheduling departmental examination timetables.
• Organising and scheduling internal and external examiners and moderators.
• Organising and scheduling performance classes for students.
• Administering the instrument inventory.
• Administering the hiring of departmental instruments.

Operational support for the core activities of the department

• Organise receptions within the department
• Liaise with service providers

Job Requirements        

• A relevant tertiary qualification in music with proven administrative skills, OR a tertiary qualification in administration with proven knowledge of music (a thorough knowledge of orchestral scores).
• At least two years' administrative work experience.
• Relevant music knowledge (orchestral scores).
• Proven computer proficiency in Microsoft 365 (Word, Excel, PowerPoint and Outlook).
• Excellent professional verbal and written communication skills in Afrikaans and English.
• Strong interpersonal skills.
• Proven organisational skills.
• The ability to communicate in a multilingual environment.
• The ability to work under pressure, meet deadlines and manage varied duties simultaneously.
• The ability to work independently and as part of a team.