Description

Position summary: The Programs Coordinator supports various ASTA professional development, student events, and member management programs with strong project management, excellent communication, and a hands-on approach to production and logistics. 
 
Key responsibilities 
Conference and National Orchestra Festival (peak responsibilities)

• Manage relationships with external service vendors (including exhibit hall/decorator, Soundwaves, and photography vendors), coordinating timelines, deliverables, and on-site needs to ensure seamless event production.
• Serve as the Exhibit Hall Manager for the National Conference, acting as the primary ASTA contact for exhibit-hall operations—including oversight of opening and closing procedures, venue coordination for doors and locks, and on-site troubleshooting with vendors and exhibitors.
• Coordinate shipping and freight logistics for ASTA staff materials and exhibitor deliveries, distinguishing between association-managed and exhibitor-managed shipments and ensuring timely inbound and outbound transport before and after each event.
• Manage equipment logistics and inventory for conference sessions, masterclasses, and the National Orchestra Festival (audio/visual, staging, chairs, stands, microphones, instrument storage, rentals).
• Coordinate with hotels, A/V vendors, venue staff, vendors, and stage managers to schedule load-in/load-out and ensure smooth session transitions.
• Pre-event coordination of adult and student volunteers. 
  Facilitate and supervise onsite setup and troubleshooting for sessions, rehearsals, and performances.
• Maintain and update equipment checklists, run sheets, and floor plans; manage emergency equipment spares. 
  Serve as the primary onsite logistics contact for Conference and Festival staff.

Virtual String Teachers Summit (peak responsibilities) 

• Manage Calls for Proposals (CFP): set up intake forms, track submissions, coordinate review process, communicate decisions to submitters, schedule accepted sessions.
• Coordinate presenter communications: orientation, logistics, materials collection, and tech checks.
• Maintain program calendars, session databases, and post-event evaluation summaries.
• Coordinate virtual event platforms, recording, and AV needs. 
  Provide basic content support: upload session materials to the LMS/website, ensure recordings are processed and accessible.

Year-round program support

• Conference, National Orchestra Festival, and Summit logistics as outlined above
• Support the Director of Professional Development on planning and producing of:
  • Webinars
    • Coordinate logistics: scheduling, registration, host/moderator duties, live tech support, and post-event recording distribution.
    • Produce webinars end-to-end: run tech checks, manage panelist orientation, moderate live Q&A when required, and ensure recordings and resources are uploaded to the LMS/website.
  • National Committees
    • Coordinate the application process, reviews, and notifications.
    • Assist with serving as Staff Liaison
  • Weekly management of the job board
  • Carry out annual projects (e.g., website updates and page management, database deduplication and address verification) and other time-intensive initiatives that improve systems, data integrity, and member services.
  • Other duties as assigned — provide flexible, team-oriented support across programs and events as priorities evolve.

Requirements

Required skills & qualifications

• 2+ years of experience with large scale events (music preferred), in event production, program coordination, or conference logistics (association or nonprofit experience preferred).
• Demonstrated experience with conference AV/equipment logistics and vendor coordination.
• Strong project and time management skills; ability to prioritize and triage during live events.
• Comfortable with virtual event platforms (Zoom) and basic A/V tech.
• Excellent written and verbal communication skills. 

Working conditions & travel

• Remote with required travel to the National Conference and National Orchestra Festival (travel expenses covered or reimbursed per ASTA policy).
• Peak periods (conference prep, Conference/Festival week, Summit prep, Summit week) may require longer days and weekend work; compensatory time/overtime will be provided per ASTA policy.
• Ability to travel (typically 1 conference/year; attendance required).
  • Reliable home office setup and high-speed internet. 
      Ability to lift/move equipment on conference site (or supervise others to do so) as needed.
• Virtual attendance required for the annual Virtual String Teachers Summit 

Application Requirements

• Applications must include a cover letter (not to exceed 1 page) and resume (not to exceed 3 pages) to be considered.

Timeline

• Nov. 10 – Applications Due 
• Position begins immediately upon hire