CMS Program Associate

About the role

The CMS Program Associate is a key member of the CMS administrative team and serves as the primary on-site coordinator and production lead for CMS events, recitals, and programming at both BKCM locations. This is a multifaceted, hands-on role that requires strong organizational, technical, and interpersonal skills and the ability to balance priorities across multiple areas of responsibility. The CMS Program Associate must be self-starting, proactive, and comfortable working both independently and collaboratively.

Reporting and collaboration

The CMS Program Associate reports directly to the CMS Program Director and works closely with the CMS administrative team including, but not limited to the CMS Program Manager, Program Chairs and Coordinators.

Responsibilities

• CMS Events and Production: Serve as the primary on-site coordinator and production lead for all CMS events and recitals throughout the year, including ensemble concerts, music shares, and studio classes. Collaborate with the CMS Program Manager, CMS Program Director, and BKCM’s events team to ensure that each event is organized, well-communicated, and runs smoothly from setup to breakdown.
• CMS Gear, Equipment and Spaces: Manage daily gear and equipment needs across both BKCM locations. Operate or learn basic sound and lighting systems; manage instruments and audio equipment such as drum sets, amps, and keyboards; maintain and organize CMS storage closets and shared spaces; manage and maintain the BKCM music and instrument library.
• CMS Administrative Support: Provide administrative support to the CMS Program Manager and CMS Program Director. Perform data entry, roster management, and communications; maintain a database for outreach with education and community partners; assist with recital programs, registration support, onboarding events, and outreach to faculty and students.
• Summer Camp Coordination: Manage day-to-day operations of the BKCM summer camp program, including tracking registration, communicating with students and caregivers, facilitating planning, and keeping track of camp deliverables. Oversee schedules, tasks and training for junior and volunteer camp staff; enforce health and safety policies.

Duties

• Serving as on-site production lead for all CMS recitals, ensemble concerts, and events at both BKCM locations.
• Overseeing and facilitating all event setup and breakdown, including Concert Hall seating, gear, backline, sound, lighting, and AV.
• Training event staff to support the CMS program events.
• Coordinating with the CMS Leadership Team and the BKCM Events team on event production, logistics communications, and planning.
• Setting up gear and instruments for CMS programs including jazz, ensembles, and classes on a regular weekly basis.
• Ensuring smooth transitions for gear in rooms that are shared among programs and classes.
• Maintaining and taking care of CMS amps, keyboards, drums, and other instruments on a daily basis.
• Overseeing repairs to CMS gear and instruments including keyboards, basses, and drums, including sourcing outside repair services as needed.
• Maintaining and organizing CMS storage closets and shared spaces at both BKCM locations.
• Tracking and managing music library materials and inventory.
• Supporting the CMS Program Manager with administrative tasks as assigned, including data entry, roster management, and communications.
• Managing a database for outreach with education and community partners such as schools, band directors, music directors at various programs around the city.
• Being available to step in for the CMS Program Manager on key operational tasks as needed such as creating recital programs, registration support, onboarding events and outreach to faculty and students.
• Collaborating with the registration staff to support registration cycles and communications with students and families, ensuring the highest level of program care and customer services.
• Overseeing and facilitating on-site camp operations.
• Overseeing schedules, tasks and training for junior and volunteer camp staff.
• Attending planning meetings with program administrators and camp leaders.
• Collaborating with camp leaders to create a smooth and efficient environment, ensuring they have the tools and resources needed to run a safe and successful camp.
• Overseeing tech, gear, and setup for each camp.
• Enforcing health and safety policies for all campers and faculty.

Requirements

• Preferred Bachelor or Masters degree.
• Strong organizational, technical, and interpersonal skills and the ability to balance priorities across multiple areas of responsibility.
• Must be self-starting, proactive, and comfortable working both independently and collaboratively.
• Familiarity with arts administration and music school operations.

Physical demands

Occasional lifting up to 50 lbs required.

Schedule

• The weekly schedule from September to June is Tuesday through Saturday, with evening shifts often required depending on program activities and needs.
• During the summer months of July and August, the schedule is Monday through Friday with limited evenings required.
• Availability on-call at both BKCM locations (PPW and 58 7th Ave) for all CMS Events including recitals, workshops, concerts and events that pertain to CMS programming is required.
• This position is largely in person with some remote work options.