Help Bring Music, Students and Community Together
Ambrose University is seeking a highly organized and relational Music & Arts Administrative Assistant to support Ambrose Arts and its music programs.
This is not a typical administrative assistant position.
We are especially interested in candidates who have a genuine connection to music, music education, performing arts, choirs, ensembles, church music, worship arts, arts administration or related environments.
The successful candidate will combine strong administrative ability with an understanding and appreciation of the rhythms of a music and performing arts environment—from rehearsals, juries and concerts to student communication, music libraries, event logistics and ensemble support.
Just as importantly, we are looking for someone who can clearly demonstrate alignment with the Christian mission, values and community of Ambrose University.
Who We Are Looking For
You may be a strong fit if you:
- Have studied music, worked in music, taught music, supported a church music or worship ministry, worked with ensembles, or have experience in arts administration.
- Enjoy coordinating people, schedules, events and multiple moving pieces.
- Are comfortable working with faculty, students, sessional instructors, performers and community members.
- Understand that excellent administration helps artists, educators and students do their best work.
- Are highly organized, dependable and comfortable managing detailed processes.
- Enjoy working in a collaborative Christian university environment.
- Can meaningfully articulate why the mission and values of Ambrose resonate with you.
A formal administrative background is valuable, but we also encourage applications from candidates whose experience comes through music education, arts organizations, churches, studios, choirs, ensembles, conservatories or performance environments.
About the Role
The Music & Arts Administrative Assistant provides administrative and operational support to Ambrose Arts and serves as an important point of connection for students, faculty, sessional instructors, performers and community members.
The role supports three music degrees and several minors and works closely with Ambrose Arts faculty, the Dean of Arts and Science's Office, Experiential Learning, Communications, Campus Services, and Recruitment and Admissions.
The position also provides important support for concerts, ensembles, music events, student activities and other Ambrose Arts programming.
What You Will DoMusic Program & Faculty Support
- Manage communications on behalf of the Ambrose Arts Chair and faculty.
- Support student, faculty and sessional instructor communications.
- Maintain student and alumni contact information.
- Assist students with music-program-related administrative processes.
- Support communication with schools, studios and prospective students.
- Schedule music rehearsal rooms, lockers and equipment.
- Coordinate music student juries, including scheduling, communication and record-keeping.
- Support Applied Music instructors with syllabus preparation and administrative processes.
- Assist with budget tracking, documentation and general office administration.
Ensemble & Music Operations
Provide logistical and administrative support for Ambrose ensembles, including:
- University Singers
- University Voices
- Chamber Orchestra
- Jazz Big Band
- Jazz Combo
Responsibilities may include:
- Communicating with ensemble members.
- Distributing and collecting music.
- Tracking participation and applicable fees.
- Coordinating schedules and logistics.
- Supporting Ensemble Directors.
You will also:
- Manage the Music Library.
- Catalogue, number and maintain musical scores.
- Track loans and returned materials.
- Arrange piano tunings and equipment servicing.
- Monitor equipment repair and replacement needs.
Concerts, Productions & Events
- Support the planning and coordination of concerts, productions and Ambrose Arts events.
- Maintain and communicate the Ambrose Arts calendar.
- Coordinate venues, schedules and event logistics.
- Support production requirements involving sound, lighting, staging and related services.
- Coordinate box office processes and prepare event reports.
- Support front-of-house activities and student volunteers.
- Assist with guest lecturers, workshops, festivals, Program Days and recruitment events.
- Coordinate transportation and required documentation for off-campus activities.
- Support music tours, field trips and travel-study experiences.
Camps, Festivals & Community Programming
Support the organization and delivery of programs such as:
- Jazz Camp
- Bass Camp
- Drum Camp
- Vocal Festival
- Workshops and guest artist events
This may include registration, communication, materials preparation, promotion, hosting and administrative coordination.
Communications & Promotion
- Prepare communications for students, faculty and sessional instructors.
- Maintain music-area signage and bulletin boards.
- Work with Communications on promotional materials and event programs.
- Assist with basic social media content related to Ambrose Arts programming.
What You BringEducation & Experience
We would especially value candidates with:
- A bachelor's degree in Music or a related discipline.
- Experience in music education, performing arts, arts administration, church music, worship arts, ensemble administration or a related environment.
- Administrative, program coordination, event coordination or office management experience.
Equivalent combinations of education and relevant experience will also be considered.
Skills
You are someone who:
- Is highly organized and able to manage competing priorities.
- Can coordinate complex schedules, processes and deadlines.
- Communicates clearly and professionally.
- Writes effectively for different audiences.
- Is comfortable working independently and collaboratively.
- Builds positive relationships with students, faculty and community members.
- Is proficient with Microsoft 365.
- Has basic ability to support social media content.
- Pays close attention to detail.
- Is comfortable working in a dynamic music and events environment.
Mission & Community Fit
Ambrose University is a Christian university, and mission alignment is an important part of this role.
The successful candidate will be able to demonstrate meaningful alignment with Ambrose University's mission, vision, values and statements of faith and contribute positively to its Christian learning community.
We are looking for someone whose approach to service, relationships and work reflects integrity, humility, care for others and a growing Christian faith.
Position Details
Hours: 24 hours per week
Employment Type: Permanent position, working annually from August 1 to May 15
Location: Ambrose University, Calgary, Alberta
Some evening and weekend availability is required to support concerts, performances and Ambrose Arts events.
How to Apply
Please send your application to [email protected] and include:
Please submit:
- Your Resume
- A brief positioning statement outlining your connection to music or the performing arts, why you are interested in this role, and how your values and faith align with the mission and Christian community of Ambrose University.
Your statement does not need to be lengthy. We are simply interested in understanding your connection to music, the role, and Ambrose’s mission.
We encourage you to be specific. We would like to understand not only your administrative experience, but also the experiences that have shaped your interest in music, students, Christian higher education and the arts.
If your background includes music teaching, church music, worship ministry, choirs, ensembles, private studios, concerts, festivals, arts organizations or music education, please make this visible in your application.
Why Ambrose Arts?
This role offers the opportunity to work at the intersection of music, education, faith and community.
You will help create the structure behind meaningful student experiences, successful performances, strong ensembles and a thriving arts community at Ambrose University.
APPLICATION PROCESS
To apply, please send a letter of application and resume to , indicating “Administrative Assistant, Ambrose Arts” in the subject line.
Only those selected for an interview will be contacted.
Ambrose University is a private, accredited Christian post-secondary institute located in South West Calgary. Our Faculty of Arts and Science offers provincially accredited Bachelor of Arts degree programs majoring in Behavioural Science, Christian Studies, English Literature, General Studies, History, and Psychology as well as Bachelor of Business Administration, Bachelor of Music, and a Bachelor of Science majoring in Biology. We also offer a Bachelor of Education (After Degree). Our Faculty of Theology offers undergraduate programs in Children’s Ministries, Church Ministries, Intercultural Studies, Worship Arts and Youth Ministries. At the Seminary level there are a variety of graduate options including Master of Divinity, Master of Arts, Master of Christian Studies as well as Diploma and Certificate programs. Ambrose is committed to the integration of Christian faith with academic discipline, with a vision for academic excellence in the service of the church and the world. For more information visit us online at www.ambrose.edu.
Work Location: In person
