Orchestra Operations Coordinator

Description

General Summary:

The Orchestra Operations Coordinator will work closely with the musicians of the San Diego Symphony and administrative staff to ensure the successful operations of the orchestra in compliance with the Master Agreement. Responsibilities include managing national and local auditions, providing support to musicians at services, and operational tasks supporting the orchestra’s work. The Orchestra Operations Coordinator will work as part of a small team of three. This role is perfectly suited to an early career professional (less than 5 years work experience) or someone looking to gain experience working with orchestras and learn and grow on the job, with a view to building autonomy over time.

Essential Duties and Responsibilities:

• Maintain a friendly and positive environment for the musicians of the orchestra, fostering and encouraging open communication between the orchestra and management, reinforcing institutional goals and values.
• Manage orchestra rehearsals and concerts including timekeeping and proper working conditions for musicians, and addressing with discretion any personnel issues that may arise.
• Assist in ensuring that all Symphony activities are executed in compliance with the Master Agreement and in resolving labor issues.
• Serve as a liaison between musicians, guest artists and conductors, and administrative staff.
• Prepare and distribute concert information to musicians for all concert programs.
• Support the Orchestra Personnel Manager in hiring substitute musicians as needed, including collecting I-9s and W-4s from new musicians, ensuring that paperwork is being filled out correctly and in a timely manner.
• Coordinate all aspects of the audition process including scheduling, advertising, registration, and implementation according to the requirements of the Master Agreement and industry standards.  
• Assist with preparing musician payroll and other payments.
• Manage instrument insurance for musicians.
• Coordinate travel and transportation for the orchestra as required including buses and parking.
• Hire musicians and ensure appropriate arrangements for small ensemble performances, often in collaboration with other departments.
• Support and carry out other tasks as required including, but not limited to, musician requests for other departments, research and strategic initiatives such as Sphinx SOPA, musician stage reservations, distribution of contracts and other communications.
• Provide administrative support to the negotiation process of the Master Agreement.
• Support the Orchestra Personnel Manager as needed.

Required Knowledge, Skills and Abilities:

• Classical music interest and knowledge of stage protocol in an orchestral environment are huge assets.
• Excellent attention to detail. 
• Able to successfully prioritize workload and work from objectives with guidance.
• Able to collaborate with various personalities in a calm and compassionate manner, including under pressure. In addition to the musicians, the employee will work closely with people of diverse cultures and personalities including conductors, music librarians, principals, artistic managers, administrative staff, stagehands, and volunteers.
• Strong computer skills including knowledge of Microsoft Office, experience with orchestral management software preferred.
• Knowledge of negotiated contract agreements with musicians and the application of such in day-to-day operations is a plus.

Education and Experience:

• Many of the skills required are broad and transferrable from other experiences. The specific tasks this employee is responsible for will be taught on the job, that’s how most of us learned! Some experience working in the arts would be an advantage, along with aptitude for the required skills.
• The ideal candidate will be enthusiastic about classical music. This could take the shape of a Bachelor’s degree in Music, Music Business, or Arts Administration. It could mean study in another area while maintaining a strong interest in music. 
• Familiarity with orchestral repertoire, instruments and the ability to read music are huge benefits.

Requirements

General Requirements:

• Able to work regular business hours and maintain a presence at rehearsals and performances, including nights and weekends.
• Able to sit or stand for long periods of time.
• Able to pick up and move a minimum of 20 lbs.
• Mobility both on and off the stage and in crowded spaces in both indoor and outdoor venues.
• Able to negotiate stairs and to move freely about the stage and backstage at any time.  
• Valid California Driver’s License.

Working Conditions:

• Normal office working conditions: sitting at a desk and computer terminal for long periods of time, typing and computer work, light to moderate lifting.
• Normal backstage working conditions: standing for long periods of time, light to moderate lifting, noisy atmosphere.