Programs and Events Coordinator

Position type: Hourly, non-exempt, remote (virtual) Hours: Flexible; typically 20 hours/week with heavier hours during the two main events l and the week(s) leading up to them (conference/summit week may exceed 40 hours; OT paid according to policy). Exact schedule will vary by season. Reports to: Deputy Executive Director Location: Remote, US-Based Duration: Ongoing/regular staff position, .5 FTE.  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 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. 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 Compensation The hourly rate for this role is $30.00. Application RequirementsApplications 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