2153 Band Event Coordinator


TITLE Band Event Coordinator



IMMEDIATE SUPERVISOR Director of Bands and Associate Director of Bands



The Band Event Coordinator arranges and coordinates camps and special events involving the band and ensembles.  The Band Event Coordinator publicizes events, processes entries and fees, schedules participating schools, reserves facilities, coordinates judges, scorers, and staff working the event, and prepares and monitors the budget for each event.


Education: A Bachelor’s degree is required.

Experience: At least one year of experience organizing and coordinating events such as band performances, arts events, university events, festivals, workshops, public relations, and fund raising initiatives.

Skills: Exceptional interpersonal skills are required.  Effective oral and written communication skills are required.  Must have strong decision-making skills, the ability to prioritize tasks, and to bring many varied tasks to completion by deadlines.  Must be able to work independently, have the ability to use university procedures to accomplish the job, and the ability to use initiative in meeting objectives. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Other: Must be able to travel out of town occasionally to attend events.  Evening and weekend work at events may be required.


1. Assures the orderly planning, coordination, and execution of performances of the band and ensembles by preparing and maintaining the performance calendar.

2. Helps to assure the success of the camps and on-campus competitions and instructional events sponsored by the Band Department by designing the brochure/entry form to publicize the event, overseeing the printing and mailing of brochures/entry forms, processing entries and fees, scheduling participating schools, reserving dressing rooms, performance venues, dining facilities, housing, etc., obtaining and coordinating judges, scores, and staff, counting and safeguarding the money from registration, preparing financial spreadsheets for each event, organizing camp and competition check-ins, and problem-solving during the event.

3. Helps to assure the success of the band and its ensembles by making travel arrangements, and preparing budget proposals for trips.

4. Helps to assure the effective day-to-day operation of the Band Office by scheduling

appointments, preparing correspondence, ordering supplies and equipment, solving problems, and monitoring flow of work.

5. Assists with student recruitment and outreach to high schools by participating at conventions and assisting with the exhibition booth.

6. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

7. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development training, and attending training and/or courses as required by the Director or Associate Director of Bands.

8. Helps to assure the overall success of the Band Office by performing all other duties as assigned.


The Band Event Coordinator is supervised by the Director and Associate Director of Bands and supervises student workers and assists with the supervision of graduate assistants.




Factor 1: Educational/Experience Requirements of the Job

Level 6 - 900 Points: A combination of education and experience equivalent to a Level 6 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 3 - 220 Points: Considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events are required.

Factor 3: Responsibility for the Work of Others

Level 4 - 110 Points: Some supervision and training of small numbers of student or part-time workers is required where the nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level may also involve directing the work assignments of one or more permanent, full-time employees. Supervisory tasks may include providing input into hiring and employee evaluation processes, but the final decisions are made by other supervisors. The incumbent typically does not perform a full range of supervisory responsibilities, and supervisory duties typically involve relatively little time during the work day.

Factor 4: Guidelines

Level 4 - 370 Points: The work involves operating under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Supervision is given through statements of departmental, program, or project objectives and available resources. Administrative guidelines are relatively comprehensive, and incumbents need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations the incumbent must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, and incomplete or conflicting data. The incumbent exercises judgment in interpreting the intent of guidelines, methods, and procedures, and determines the best process to achieve objectives.

Factor 5: Contacts

Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.

Factor 6: Work Impact

Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.

Factor 7: Physical Effort and Work Environment

Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.