Advice on Delegating Concert Productions
Date: January 9, 2012
I teach at a small, rural community College. I am one of two full-time music professors. We are under the auspices of "the Arts and Sciences Department" (which include math, English, etc.) It is , in many ways, set up like a high school. I have a beginning choir and a Community chorus. I also teach two voices classes- one beginning and one everything else. I also have a Music History class and two Musicianship classes. Both choirs have multiple activities throughout the year and one of the voice classes performs about four times a semester out in the community. In addition there are some things that we do as a Music Department (recitals, end-of-semester concerts, etc) that involve various other musicians in the program.
I believe that the beginning choir should have many opportunities to grow musically and experientially so they do alot- fund raise, tour, community performances, Festival, retreats, a fund raising concert, exchanges, etc. The Chorus performs throughout the year including two Festivals (one new this year) that we sponsor, a Christmas concert with Orchestra, a Spring concert, plus run out performances to rest homes, etc. and now we are adding a February Mid-Winter Concert.
My dilemma is this: I need a secretary and/or assistant to administrate much of this stuff. I need someone to make/receive calls, fill out paperwork, write checks, make sure rooms are reserved for performances off campuse proof of insurance is provided, general school-related press releases are written, etc. There is not enough "brain" for me to keep track of everything. The details are too much for me to handle in addition to the "big picture things"such as rehearsing and performing. I have a good board in the chorus, who handles alot of the production issues (publicity, fundraiser, program, etc.) related to their productions. But I can't ask them to handle the other administrative aspects of the music program that are not related to their chorus.
My question is : What have some of you done if you have similar situations? (If there even IS a similar situation). I have no aid/secretary that is dedicated to the music program. Our Arts and Sciences secretary handles some of our stuff but is limited in what she can do because she, like me, wears lots of hats and "spins lots of plates". There is not any chance that the college will spring right now for additional funds to hire a part time secretary because of the budget/economy. I am planning to delegate some more tasks this semester, but I am will still be the "administraive assistant/manager"of the department. I would love to have some kind of permanent structure in place so when I am no longer here, everything won't collapse. I am interested in any real-life practical things that can /have been done to establish some kind of permanent administrative help in a small setting with limited resources. I am interested no only in what the is person/position would look like but ways you have found to support such a person. Thanks in advance.
Replies (2): Threaded | Chronological