Operations Coordinator, ASO

The Woodruff Arts Center; Provo (UT); On-site; USD 45,000 - 65,000; Full time

Job summary

The Woodruff Arts Center seeks an Operations Coordinator to support the Assistant General Manager for the Atlanta Symphony Orchestra. The role coordinates daily logistics, scheduling, and operational records across Symphony Hall and the Goizueta Stage for Youth and Family, including go‑live events and tours.

The position involves on‑site work, coordination with Production, and ensuring alignment with artistic and educational objectives, with duties spanning rehearsals, safety, and vendor liaison.

Qualifications

• Experience in orchestra operations or arts administration preferred.
• Familiar with scheduling and production software.
• Strong written and verbal communication skills.

Responsibilities

• Draft and distribute run-of-show sheets.
• Coordinate day-to-day operations between Operations and Production.
• Maintain department records and inventories.
• Enter venue bookings and assign rooms/halls.
• Coordinate with vendors for instruments, supplies, and travel.
• Support implementation of CBA provisions and procedures.
• Develop and manage supertitles for projects.
• Plan logistics for runouts, tours, and events.
• Assist safety procedures with Center Security.
• Attend rehearsals and performances on- and offsite.
• Collaborate with staff across departments.
• Handle additional projects as assigned.

Skills

Communication

Organization

Time management

Problem solving

Attention to detail

Teamwork

Multitasking

Tools

Microsoft Office Suite

Momentus Elite

OPAS

VectorWorks

Job description

Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation’s third largest arts center. Comprised of three Art Partners—Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art—there’s a role for everyone at The Woodruff.

Reports to:

Assistant General Manager, ASO

FLSA:

United States of America (Exempt)

Employment Status :

Regular/Full time

The Operations Coordinator supports the Assistant General Manager in coordinating the daily logistical and administrative activities of the Atlanta Symphony Orchestra. This role helps ensure efficient scheduling, accurate operational records, and clear communication across departments. The Operations Coordinator maintains key operational systems, assists with hall and rehearsal room scheduling, and provides hands‑on coordination for orchestra rehearsals, concerts, and special events, both in Symphony Hall and offsite. The position also supports ASO Production in the planning and execution of operational elements of the Goizueta Stage for Youth and Family (GSYF), helping ensure alignment with the ASO’s artistic and educational objectives.

Key Responsibilities

• Draft and distribute daily and weekly run‑of‑show sheets, ensuring information is accurate, current, and circulated to the appropriate departments in a timely manner.

• Serve as a day‑to‑day point of contact between Operations and Production, helping ensure seamless preparation and communication for all services in Symphony Hall and Goizueta Stage for Youth and Families.

• Maintain and update operational records and reference materials, including the department contact sheets, equipment inventories, technical specifications, and event records.

• Enter and maintain venue bookings for internal requests and related activities; coordinate room and hall assignments across ASO departments.

• Liaise with external vendors and technicians to coordinate instrument repairs, purchase of supplies, tuning services, and creating travel/service itineraries as assigned.

• Support the Assistant General Manager and VP & General Manager in applying CBA provisions and establishing operational procedures.

• Develop, secure, and manage supertitles for assigned projects, coordinating content, licensing, vendors, and implementation to support artistic and production needs.

• Lead planning for logistics for runouts, tours, and community events, confirming staffing, travel, parking, and hospitality arrangements as assigned.

• Support safety and access procedures for ASO services in coordination with Woodruff Arts Center Security.

• Lead coordination and execution of ASO annual outdoor concert in Piedmont Park.

• Attend rehearsals and concerts (both on and offsite) as assigned, providing on‑site operational support and problem solving as needed.

• Collaborate closely with Artistic, Personnel, Library, Production, Education, and Chorus staff to maintain accuracy, efficiency, and accountability across operational functions.

• Other projects and tasks as assigned.

Core Competencies** **

• Organization and attention to detail

• Effective communication and teamwork

• Time management and reliability

• Adaptability and problem solving

• Accountability and follow-through

• Discretion in handling sensitive and confidential information

• Technical proficiency in scheduling and data management systems

Qualifications** **

• Experience in orchestra operations, production, arts administration, or a comparable scheduling‑and‑logistics‑intensive environment; internship experience will be considered.

• Proficiency in Microsoft Office Suite; familiarity with scheduling and production software (e.g., Momentus Elite, OPAS, VectorWorks) preferred, with a demonstrated ability to learn new systems quickly.

• Strong written and verbal communication skills.

• Familiarity with orchestral repertoire, production, and stage operations preferred.

• Ability to manage multiple priorities and shifting deadlines in a fast‑paced environment.

Working Conditions

Full‑time, exempt position with variable hours, including evenings and weekends, to coincide with rehearsals, performances, and special events. Work is primarily on‑site at Atlanta Symphony Hall and the Goizueta Stage for Youth and Family, with occasional travel to runout and community event venues. Physical requirements include walking, standing, and moving for extended periods, and the ability to lift and carry up to 40 lbs.