Flagstaff Symphony Orchestra Events and Volunteer Coordinator

Flagstaff Symphony Orchestra

Events and Volunteer Coordinator

Position Description

Reports To: Executive Director

Status: Part-Time, Non-Exempt
Hours: Average 10 hours/week, with additional hours for performances/events
Compensation: $21–$25/hour, commensurate with skills and experience

About Flagstaff Symphony Orchestra (FSO)

Flagstaff Symphony Orchestra has been the cornerstone of northern Arizona’s arts community since 1950. With a mission to enrich, engage, and inspire through orchestral music, we proudly present dynamic performances and foster meaningful connections with over 10,000 audience members annually. Join a team of passionate professionals dedicated to music, culture, and community impact.

Position Summary

The Events and Volunteer Coordinator is integral to the success of FSO’s performances, events, and community engagement. This role focuses on planning and coordinating events while managing a robust volunteer program to ensure exceptional experiences for patrons and supporters. If you are organized, people-oriented, and energized by working behind the scenes to make events successful, we want to hear from you!

DUTIES AND RESPONSIBILITIES

Event Coordination

• Serve as the front-of-house representative for FSO all concerts and special events, ensuring smooth operations and addressing issues as they arise.
• Assist in coordination of fundraisers, pre- and post-concert receptions, and other special events, including, but not limited to:
  • Managing event registrations and donation platforms.
  • Securing necessary permits (e.g., liquor licenses).
  • Coordinating catering orders, swag, and auction donations.
  • Partnering with NAU Auditoria staff for reception logistics.
  • Transporting materials (signage, supplies, etc.) for events.
  • Providing support for the yearly Link Up program.
  • Performing other event-related duties, as needed.
• Coordinate hospitality services, such as lodging, for guest artists and traveling musicians.

Volunteer Management

• Manage recruitment, scheduling, training, and professionalism of volunteers for concerts, events, and office support.
• Sustain consistent, ongoing, and professional communication with volunteers.
• Maintain robust volunteer records—including skills, performance, and availability—and track hours.
• Collaborate with the FSO Marketing Manager to recruit volunteers through outreach and social media.
• Develop and administer volunteer benefits and recognition programs alongside the Executive Director.

Administrative Support (as needed)

• Assist with office tasks, including, but not limited to, mailings, supply orders, and light office maintenance.

QUALIFICATIONS

Preferred Education and Experience:

• Bachelor's degree in the arts, hospitality, event management, business, the humanities, or a related field, or equivalent combination of education and experience.
• Knowledge of methods related to event planning and/or volunteer programs for nonprofit organizations.
• Minimum 1 year of administrative experience, preferably in a performing arts organization.
• Minimum 1 year of working with the public in formal and informal settings.

Skills and Abilities:

• Demonstrated ability to communicate, motivate, lead, and relate effectively to a wide variety of individuals. 
• Excellent oral and written skills.
• Exceptional organizational and time management skills.
• Proficiency in Microsoft Office, Google Suite, & database and event management tools.
• Ability to work independently, stay adaptable, and solve problems effectively.
• Comfort with physical aspects of the role, such as event setup and transportation of materials.

Availability:

• Must be able to work evenings and weekends during the FSO concert season, as well as all fundraising and special events, including, but not limited to: 
  • February 14, 2025, 4:30–8:00 PM
  • March 18, 2025, 8:30 AM–2:00 PM
  • March 22, 2025, 4:30–8:00 PM
  • April 18, 2025, 4:30–8:00 PM
  • June 7, 2025, Beethoven 5K Run 
  • June 14, 2025, Community Concert
  • Golf Tournament (July)
  • Home Tour Fundraiser (August)
  • Sippin’ with the Symphony (August)

Why Join the FSO Team?

• Be part of something meaningful: Play a key role in northern Arizona’s largest and most active nonprofit performing arts organization.
• Complimentary concert tickets: Enjoy access to inspiring live performances.
• Dynamic work environment: Contribute to events that bring joy, connection, and culture to our community.
• A collaborative, creative team: Work alongside individuals who are passionate about music and community impact.

To Apply: Please submit a resume, cover letter, and names/contact information for three references to Michelle Wachter, FSO Executive Director, at mwachter@flagstaffsymphony.org with the following subject line: Events and Volunteer Coordinator Application.

We look forward to welcoming someone who shares our passion for orchestral music and community enrichment.

Equal Opportunity Employer: Flagstaff Symphony Orchestra is committed to fostering a diverse and inclusive workforce. We do not discriminate on the basis of race, color, national origin, religion, age, gender identity, sexual orientation, marital status, disability, genetic information, veteran status, or any other basis prohibited by federal, state, or local law. We welcome and encourage applicants from all backgrounds to apply.