Manager, Orchestra Personnel

Department: Artistic Production

Reports to: Senior Director, Orchestra Personnel and Tour Residencies

Supervisor to: Orchestra Personnel Coordinator, String Monitors, Volunteers, Interns

Summary:

 

The Manager of Orchestra Personnel provides administrative and operational support to the Senior Director of Orchestra Personnel and Tour Residencies in day-to-day operations of Orchestra services and the Personnel department, including compliance with the Trade Agreement provisions. In consultation with the Senior Director of Orchestra Personnel, this position coordinates all aspects of hiring substitute and extra musicians, managing auditions, participating in budget management, and administering leave requests. The Manager of Orchestra Personnel works within the Artistic Production team and works closely with Artistic Planning and other departments, as well as String Monitors and Library staff.

Essential Functions:

Consult with the Senior Director of Orchestra Personnel, to hire substitute and extra musicians. Assist Orchestra Personnel Coordinator in distribution and collection of completed tax and I-9 forms.

Maintain a current list of local and national musicians for each instrument and work with the Senior Director of Orchestra Personnel and Orchestra Personnel Coordinator in coordinating evaluation of such lists through the substitute review process.

Manager the Personnel module of the ArtsVision database including maintenance of all contact information and distribution lists for orchestra members and substitute musicians.

Assist in compiling information for weekly rosters and distribution of call sheets and rehearsal orders.

Manage the tracking of absences in the database and on rosters.

Maintain confidential musicians’ personnel records.

Assist the Senior Director of Orchestra and Tour Residencies in decision making and communicating confirmations of leave requests to orchestra members.

Ensure regular creation, distribution and tracking of documents, memos, reports, filing, and copying for the Personnel Department.

Support the Orchestra Personnel Coordinator in preparing vendor check requests and scheduling meetings.

Oversee and manage the coordination of auditions: maintain candidate database and files, assist in generating candidate audition packets and mailings, and oversee scheduling of audition times with assistance from the Orchestra Personnel Coordinator and in coordination with the Senior Director of Orchestra Personnel in accordance with the Trade Agreement.

Manage communication with String Monitors and maintain accurate records of string seating with assistance from the Orchestra Personnel Coordinator. Create string monitor reports and distribute to all String Monitors on a weekly basis. Create, distribute, and collect Winds, Brass, Percussion and Keyboard casting reports.

Collaborate with the Senior Director of Orchestra Personnel and Artistic Production staff in the organization and execution of residency activities on tours and for summer festivals. Local run-out travel with the Orchestra is required; may travel both domestically and internationally, as needed.

Assist in identifying orchestra personnel for digital stage activities, “meet and greets”, receptions, and other activities requested from various departments in the organization.

Prepare and manage the payroll and media payments for all POA musicians, including substitutes and extras with assistance from the Orchestra Personnel Coordinator.

Assist in the management of rehearsals and participate in concert duty rotation.

Participate in regular meetings with Artistic Production staff and various committees, as required.

Be available by telephone or cell phone in the evenings and weekends.

Other duties as assigned.

Education/Experience:

Bachelor’s degree required with a minimum of 5 years of Orchestra administrative experience; or equivalent combination of education and/or training and experience. Knowledge of orchestral repertoire and instrumentation is required.

 

Knowledge/Skills/Abilities:

Personal integrity and strict code of confidentiality and professionalism.

Ability to implement projects from conception to completion with minimal supervision.

Detail oriented and exceptional organizational skills. Ability to work under stress and handle numerous projects simultaneously in a fast-paced environment.

Excellent clerical skills including Microsoft Office programs experience with proven experience using Excel. Formstack experience is a plus.

Strong verbal and written communication skills essential.

Working knowledge with ArtsVision.

Familiarity with orchestral repertoire and ability to read music. An appreciation for symphonic music and the arts.

Working Conditions/Physical Demands:

Routine for office environment. The employee will be required to travel, when necessary, both domestically and internationally, as needed, on Orchestra run outs and tours, and will perform the essential functions of the job during evening and weekend concerts and events.

Resume and cover letter are required when applying for this position.

The Philadelphia Orchestra and Ensemble Arts, Inc. does not discriminate in employment on the basis of race, color, religion, gender (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, or military service.

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.