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Key Responsibilities and Required Skills for Vocal Performance Coordinator

💰 $ - $

MusicPerforming ArtsArts AdministrationVocal PerformanceChoir Management

🎯 Role Definition

The Vocal Performance Coordinator is a hybrid artistic and administrative role responsible for planning, organizing, and executing all aspects of vocal performance programming. This role supports vocal faculty, conductors, singers, and production teams to ensure seamless rehearsals, quality auditions, and polished performances. The Coordinator manages logistics, repertoire, singer communications, rehearsal timelines, and artist welfare while maintaining high standards of vocal health, stylistic authenticity, and audience experience.

Primary keywords: Vocal Performance Coordinator, vocal program management, choir coordinator, auditions coordinator, rehearsal scheduling, vocal health, artist liaison, music administration.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Assistant Choir Manager, Vocal Assistant, or Rehearsal Manager
  • Music Administrator, Arts Coordinator, or Production Assistant
  • Recent graduate in Vocal Performance, Music Education, or Music Management with internship experience

Advancement To:

  • Vocal Program Manager / Chorus Master
  • Artistic Administrator or Artistic Director
  • Head of Vocal Studies, Director of Music Programs
  • Production Manager for opera or musical theatre companies

Lateral Moves:

  • Artist Liaison / Singer Relations Manager
  • Education & Outreach Coordinator for performing arts organizations
  • Fundraising/Development Coordinator with a performance focus

Core Responsibilities

Primary Functions

  • Coordinate the end-to-end vocal season calendar by developing rehearsal schedules, performance timelines, sectional rehearsals, and warm-up protocols in collaboration with conductors and vocal faculty to ensure efficient use of rehearsal spaces and optimal singer preparation.
  • Lead and manage the audition process for soloists, ensemble members, and chorus participants: draft audition notices, coordinate application materials, schedule audition times, liaise with adjudicators, and maintain confidential audition records and evaluative feedback.
  • Act as the primary artist liaison for singers, vocal coaches, and guest artists: provide pre-performance briefs, logistical support (travel, accommodation, per diems), and serve as the central contact for artistic questions and needs.
  • Produce detailed rehearsal plans and run-sheets for conductors and section leaders that include repertoire lists, tempi, textual/diction notes, staging cues, and suggested warm-up sequences tailored to vocal health and repertoire demands.
  • Maintain and manage the digital and physical music library: order sheet music, secure performance editions, prepare photocopies/parts, tag scores with markings, and ensure copyright compliance and performance permissions.
  • Oversee vocal health and wellness initiatives by coordinating preventative care workshops (breath support, vocal hygiene, injury prevention), arranging consultations with speech-language pathologists or voice therapists, and implementing safe vocal practices in rehearsal scheduling.
  • Coordinate coaching sessions and one-on-one singer support with vocal faculty, language coaches, and diction specialists; track coaching outcomes and follow-up action items to support singer development and performance readiness.
  • Manage performance logistics including stage blocking coordination with stage managers, liaison with production and technical departments for miking, monitoring, lighting cues, and stage setup to guarantee artistic and technical alignment.
  • Prepare and manage budget line items related to vocal programming: track expenses for guest artists, music purchases, accompanists, travel, and per diems; provide budget forecasts and post-production reconciliation to the finance team.
  • Recruit and schedule accompanists, repetiteurs, and rehearsal pianists; prepare pianist score markings and rehearsal plans; coordinate rehearsal pay rates, timesheets, and contracts.
  • Administer singer contracts, waivers, and rights releases; work with legal or HR teams to ensure compliance with union rules (where applicable), copyright, and organizational policy.
  • Produce and distribute detailed production packets that include rehearsal schedules, set lists, program notes, bio sheets for artists, emergency contacts, and day-of-show call sheets for administrative staff and performers.
  • Manage volunteer and usher coordination for vocal performances: train volunteers on artist hospitality, backstage etiquette, and emergency procedures; schedule volunteers for performances and dress rehearsals.
  • Maintain accurate and secure databases for singer contact information, performance histories, audition recordings, and repertoire logs; use CRM or database tools to segment participants and communicate timely updates.
  • Coordinate recording and documentation of rehearsals and performances: schedule live recording sessions, manage consent for recordings, liaise with audio engineers, and archive rehearsal tracks for pedagogical use.
  • Drive audience-facing materials related to vocal performances by collaborating with marketing and development teams on artist bios, program copy, rehearsal photos, and behind-the-scenes content to enhance ticket sales and donor engagement.
  • Facilitate cross-departmental communication with marketing, production, box office, and development to align promotional timelines, staffing needs, and donor hospitality for vocal events.
  • Implement risk management practices for vocal performances: develop health and safety plans for on-site rehearsals, manage inclement weather policies for outdoor vocal events, and coordinate COVID-19 or other medical protocols when necessary.
  • Support educational and community outreach components by organizing masterclasses, school workshops, pre-concert talks, and singer meet-and-greets that expand the reach of vocal programming and foster community engagement.
  • Monitor and evaluate program outcomes by collecting singer and audience feedback, analyzing rehearsal and performance efficiency, and preparing post-season reports with recommendations for repertoire, staffing, and workflow improvements.
  • Supervise and mentor junior administrative staff, interns, and apprentices assigned to the vocal department; delegate tasks, set performance goals, and provide regular coaching to build organizational capacity.
  • Coordinate travel logistics for touring vocal ensembles: create travel itineraries, arrange ground transportation, secure visas or work permits if applicable, and manage on-tour briefs that cover schedules, emergency contacts, and technical needs.
  • Curate repertoire lists with artistic leadership to ensure balanced programming that reflects vocal strengths, stylistic diversity, contemporary commissions, and audience expectations; maintain repertoire database and rights information.

Secondary Functions

  • Support fundraising and grant applications related to vocal projects by preparing budget narratives, artist bios, and project descriptions in collaboration with development staff.
  • Assist in the planning and execution of recording sessions, live-streamed performances, and digital content creation for vocal projects.
  • Coordinate hospitality and rider fulfillment for guest artists, including dressing room setup, catering, and rider negotiation support.
  • Provide ad-hoc administrative support to the music department such as meeting minutes, travel expense processing, and vendor coordination.
  • Participate in organizational planning meetings, contribute insight on vocal program development, and help shape season strategy with artistic leadership.

Required Skills & Competencies

Hard Skills (Technical)

  • Deep knowledge of vocal technique, vocal pedagogy, and healthy rehearsal practices suitable for ensembles, soloists, and student performers.
  • Proven experience in audition administration, score preparation, and music library management.
  • Fluency with music notation and score software (Sibelius, Finale, MuseScore) and comfort preparing parts and transpositions.
  • Proficiency with rehearsal and scheduling tools (Google Workspace, Microsoft Office, Doodle, Asana, or equivalent scheduling platforms).
  • Experience managing contracts, artist agreements, and familiarity with union protocols (e.g., AGMA) where applicable.
  • Competence in basic audio recording workflows and familiarity with live sound needs for vocalists (microphone technique, monitoring).
  • Track record of budgeting and expense tracking for artistic projects using Excel, Google Sheets, or finance software.
  • Familiarity with language diction and coaching for singing (Italian, German, French pronunciation basics preferred).
  • CRM or database experience for managing artist rosters, auditions, and subscriber/donor lists (e.g., Tessitura, Salesforce, Mailchimp).
  • Strong music literacy including sight-reading ability, score study, and the ability to make informed musical edits and suggestions.

Soft Skills

  • Excellent verbal and written communication tailored to singers, conductors, producers, and board members.
  • Strong organizational skills and the ability to coordinate multiple projects, deadlines, and stakeholders simultaneously.
  • Collaborative leadership: ability to work with artistic staff while advocating for administrative feasibility and singer welfare.
  • High emotional intelligence and diplomacy for artist-facing interactions and conflict resolution.
  • Attention to detail in scheduling, contract management, and score preparation.
  • Time management and prioritization under fast-changing production demands.
  • Problem-solving and calm decision-making during live rehearsals and performance days.
  • Proactive mindset with the ability to anticipate needs and streamline processes.
  • Ability to mentor junior staff and interns with patience and constructive feedback.
  • Cultural sensitivity and inclusivity in programming, casting, and community engagement.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s degree in Music, Vocal Performance, Music Education, Arts Administration, or equivalent professional experience in performing arts administration.

Preferred Education:

  • Master’s degree or advanced certification in Vocal Performance, Choral Conducting, Music Administration, or Arts Management.

Relevant Fields of Study:

  • Vocal Performance
  • Music Education
  • Choral Conducting
  • Arts Administration
  • Musicology / Applied Vocal Pedagogy

Experience Requirements

Typical Experience Range:

  • 2–6 years of relevant experience coordinating vocal programs, choir management, or music production in a conservatory, university, opera house, choir, or professional ensemble environment.

Preferred:

  • 3–7+ years working with professional or collegiate-level vocal ensembles, demonstrated experience managing auditions, scheduling, and artist logistics, and a proven record of working closely with conductors, voice faculty, and production teams.

If you’d like, I can tailor these responsibilities and skills into a job posting, interview guide, or an ATS-optimized job description for your organization.

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