Songbook Academy Program Manager

Midwest Museums; Carmel (IN); Hybrid; USD 60,000 - 90,000; Full time

Job summary

The Great American Songbook Foundation seeks a Songbook Academy Program Manager to lead year-round operations and outreach for its premier educational program for high school vocalists. You will coordinate timelines, communications, and logistics from recruitment through Week and alumni engagement.

Reporting to the Director of Programs, you will build strong relationships with students, families, educators, alumni, and community partners while ensuring excellence and inclusion in all activities.

Qualifications

• Bachelors degree or equivalent professional experience required.
• Experience managing logistics for programs, events, or initiatives with multiple participants and deadlines.
• Experience developing outreach communications and social media content.
• Experience with student recruitment, alumni engagement or performing arts education is beneficial.

Responsibilities

• Manage the annual operational cycle and coordinate work across departments and partners.
• Coordinate applications, adjudication, registration, and participant communications.
• Lead Week logistics including housing, transportation, catering, facilities, and events.
• Coordinate program personnel and onboarding for faculty, mentors, and staff.
• Build year-round outreach with educators, families, and music organizations.
• Oversee outreach content and collaboration with Communications Manager on campaigns.
• Maintain alumni communications and gather feedback for evaluation and planning.
• Support Songbook Foundation programs and events as capacity allows.

Skills

Program management

Stakeholder relations

Communication

Team collaboration

Time management

Problem solving

Multitasking

Education

Bachelors degree in arts administration, education, music, communications, business, or related field

Experience managing logistics for multi-participant programs

Experience developing outreach communications and social media content

Tools

Microsoft Office

Job description

POSITION TITLE: Songbook Academy Program Manager
DRAFTED: October 2026
SUPERVISOR’S TITLE: Director of Programs, GASF
FLSA STATUS: Non-Exempt

Position Description

Position Purpose

The Songbook Academy Program Manager leads the year-round operations and outreach for the Songbook Academy®, the Great American Songbook Foundation’s premier educational program for high school vocalists. This position coordinates the people, timelines, communications, and logistics that carry the program from the recruitment and application cycle through Songbook Academy Week and alumni engagement.

Reporting to the Director of Programs and working closely with the Songbook Foundation’s Programs Team, the Program Manager implements the Songbook Academy’s educational and artistic plans and builds strong relationships with students, families, educators, alumni, and community partners.

All employees must embrace and consistently practice the organization’s core values of Inclusion, Excellence, Collaboration, Integrity, and Innovation and participate in IDEA training and initiatives.

Essential Functions and Responsibilities

• Manage the annual operational cycle: Maintain and improve program timelines, systems, records, and procedures; track approved expenses; and coordinate work across departments and external partners.
• Coordinate applications and participant preparation: Manage applicant communications, facilitate screening and adjudication, and oversee registration and student and family communications, and coordination of participant support needs.
• Lead Songbook Academy Week logistics: Implement the program schedule and coordinate housing, transportation, catering, facilities, materials, public event needs, and day-to-day operations.
• Coordinate program personnel: Support faculty and mentor recruitment under the Director’s leadership and manage onboarding and logistical arrangements for faculty, mentors, screeners, chaperones, and other assigned personnel.
• Build year-round outreach: Develop and manage relationships with educators, prospective students, families, and music organizations to strengthen recruitment and participation. Represent the Songbook Academy at relevant events and gatherings.
• Lead Songbook Academy outreach content: Manage Songbook Academy social media and the editorial plan for its monthly eNews, collaborating with the Communications Manager on production, public marketing, and campaign alignment.
• Strengthen alumni engagement and program improvement: Coordinate alumni communications and activities, maintain relationship data in collaboration with the Programs Coordinator, and gather feedback to inform evaluation, reporting, and future planning.
• Contribute to the broader Foundation team: Support selected Songbook Foundation programs and events as capacity allows alongside Songbook Academy responsibilities.
• Adhere to all organizational processes and procedures and meet assigned deadlines without prompting.

Knowledge, Skills and Abilities

The requirements listed below are representative of the knowledge, skills and/or abilities required to perform each essential duty satisfactorily. The company will make reasonable accommodation to enable individuals with disabilities to perform these functions.

• Provides sound judgment and adaptability in a busy program environment, including careful handling of sensitive participant information and accurate records.
• Ability to build and maintain positive working relationships with students, families, educators, artists, colleagues, and partners
• Ability to effectively communicate both written and verbally
• Ability to work independently and collaborate effectively as part of a team
• Ability to work in an organized manner and use time efficiently with the
• Ability to track interconnected details and follow plans through to completion
• Ability to solve problems, strategize and make decisions
• Ability to multitask and monitor several projects daily
• Ability to work under pressure of deadlines
• Highly proficient and agile with technology
• Proficiency in Microsoft Office, and other software applications necessary to perform essential job functions and support other team members

Education and Experience

To perform this job successfully, an individual must have the following education and/or experience.

• Bachelor’s degree in arts administration, education, music, communications, business, or a related field, or equivalent relevant professional experience
• Experience managing logistics for programs, events, or educational initiatives involving multiple participants, partners, and deadlines
• Experience developing outreach communications and managing social media content
• Experience with student recruitment, alumni engagement, performing arts education, email newsletters, or American popular music is beneficial

Supervisory Responsibility

This position does not directly supervise other Songbook Foundation Programs Team staff. It coordinates the work of assigned temporary Songbook Academy personnel and contractors within approved program plans.

Work Environment

This position works in a professional office environment and in performance, rehearsal, and other program spaces. It routinely uses standard office equipment and involves frequent interaction with students, families, artists, colleagues, and partners. Songbook Academy Week requires sustained on-site work in an active, changing program environment.

Physical Demands

The physical demands described here are representative of those needed to perform the essential functions of this position. The organization will make reasonable accommodations to enable individuals with disabilities to perform these functions.

• Ability to work at a computer and communicate in person as well as through electronic platforms
• Ability to move between program spaces and remain on site for extended periods during events and Songbook Academy Week
• Ability to move materials and supplies weighing up to 25 pounds occasionally

Position Type and Expected Hours of Work

This is a full-time, hourly position with a full range of benefits including participation in the 401(k) plan and Paid Time Off. The typical schedule of Monday through Friday, 8:30 a.m. to 5:00 p.m. Some scheduling flexibility and hybrid work may be available in accordance with organizational policy and on-site needs. Some evening and weekend work, additional hours during peak periods, and an intensive on-site schedule during Academy Week are required.

Travel

Some local and occasional out-of-town travel may be required for Songbook Academy outreach, program activities, conferences, and alumni gatherings. Additional travel may be available for professional development.

Other Duties

This job description summarizes the position’s principal responsibilities and is not intended to list every task. Duties may change as program and organizational needs evolve.

AAP/EEO Statement

Allied Solutions Center for the Performing Arts and Great American Songbook Foundation provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type with regard to race, color, religion, age, gender, national origin, LGBTQ, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.