Planning/Artistic Administration/Concert Production
Collaborate with the President and Music Director in the development and implementation of a master plan for the orchestra that supports the artistic, educational, financial, public relations, and marketing objectives of the organization; ensure that the organization is effectively structured and staffed competently.
Work closely with the President in long-range planning.
Develop and implement annual master plan for orchestra operations, including rehearsal schedules, concerts, special events, broadcasts, and audience development.
Ensure that all student auditions and competitions are publicized and administered.
Consult with the Music Director in the selection of sectional coaches, audition judges, guest artists/conductors, performing groups, and concert repertoire; negotiate all contracts within annual budget parameters.
Contract and hire sectional coaches and substitute musicians as needed.
Serve as primary liaison between staff, faculty, and families.
Supervise the purchase/rental, marking, distribution/retrieval, and return/storage of all musical scores; ensure adherence to copyright laws.
Ensure the music library is maintained, organized and efficiently managed.
Execute concert hall leases and other rehearsal and concert space as needed; ensure that space is properly equipped.
Ensure that all necessary production details and requirements are communicated to all performance venues.
Ensure that all necessary equipment, instruments, licenses, and permits, are secured.
Serve as tour manager when tours are scheduled.
Attend rehearsals and all concerts; oversee onsite logistics
Assist the Board, President, and Development Director in fund-raising activities, including annual fund drive, corporate sponsorships, special events, endowment campaigns, planned giving program, and identification and cultivation of donors.
Marketing and Promotion
Oversee the development and implementation of a marketing plan all concert performances, which uses appropriate advertising and publicity to achieve maximum ticket sales and ticket distribution; oversee ticket sales and box office operations.
Oversee the master communication schedule, including email campaigns, radio broadcasts, press releases, and design deliverables.
Supervise public relations, digital media, and social media; help generate feature stories in print and broadcast media, as well as social media content about the orchestra and students.
Oversee the development and production of all printed materials used to promote and publicize the orchestra and its activities: brochures, press releases, print ads, posters, audition announcements, newsletters, program books, annual reports, and member handbooks. Ensure the quality, consistency, and accuracy of all PYO communications.
Ensure the PYO website is updated with relevant copy and artwork regarding performances, events, contact information, auditions.
Prepare all deposits, and make deposits into the PYO bank account in a timely fashion.
Manage the receipt and recording of all tuition payments.
Keep accurate tuition and financial aid records for each student.
Board of Directors
Advise the Board on matters within the General Manager’s scope of responsibilities to promote the efficient operation of the orchestra and the delivery of services the PYO was chartered to provide.
Ensure that meeting minutes are recorded and filed.
Attend all meetings of the Board and Executive Committee; prepare and present reports as needed.
Coordinate parents and other volunteers effectively to assist the PYO in meeting its goals and to make the experience worthwhile for the volunteers.
Recruit interns and volunteers to help with expanded workload; help ensure the success of their activities. Supervise and evaluate their work.
Ensure effective communication with PYO’s constituencies including, but not limited to, parents, students, volunteers, teachers, other youth organizations, schools, government funding agencies, in order to achieve the objectives of the PYO.
Serve as liaison to public, charter, private and parochial schools in planning/coordinating concert schedules; promote cooperative arrangements with school ensembles within the community.
Oversee the business office of the organization.
Purchase equipment, supplies, etc., according to budget and approved procedures.
Handle correspondence, including patron, parent, student, teacher, alumni suggestions and complaints.
Maintain documents according to legal requirements and/or Board policies and procedures.
Maintain digital records for PYO, including cloud server and membership database.
Maintain all payroll records for administrative and artistic staff.
Prepare and revise students’ handbook and membership policies.
Maintain current membership rosters and attendance records; record and update orchestra’s history.
In consultation with the Music Director, seek and obtain new opportunities for performances by the orchestra and its ensembles; recommend appropriate educational initiatives and implement them.
Stay abreast of activities and developments in the orchestra field, especially youth orchestras; advise the Board of matters that may be helpful to promote the orchestra’s objectives.
Serve as a representative for the organization in community collaborations and partnerships.
Other duties as assigned appertaining to the position.
3-5 years experience in arts administration and management
Strong writing and communication skills
Ability to regularly delegate, multi-task and prioritize multiple projects
Strong familiarity in classical music and/or education and working with classical musical ensembles
Strong work ethic, professional manner, high standards, and the ability to work independently as well as in a team environment is essential
Proficiency in Microsoft Office applications
Ability to work flexible hours including evenings and weekends
About Philadelphia Youth Orchestra
The Philadelphia Youth Orchestra is the tri-state region’s premier youth orchestra organization for gifted, young, classical musicians, and one of the oldest and most highly regarded youth orchestra organizations in the United States. For 79 years, the Philadelphia Youth Orchestra organization has been providing professional-caliber musical experiences to young instrumentalists, while thrilling discriminating audiences in the Greater Philadelphia region and across the globe.
The organization has six programs: Philadelphia Youth Orchestra (PYO), Philadelphia Young Artists Orchestra (PYAO), Philadelphia Young Musicians Orchestra (PYMO), Bravo Brass, Philadelphia Region Youth String Music (PRYSM), and Tune Up Philly, an El Sistema inspired program.
The Philadelphia Youth Orchestra uses extraordinary music education through the pursuit of music excellence to inspire a strong sense of character, discipline, commitment, and community for our diverse student population.
PYO Guiding Vision Values
Excellence. Through our premier musical legacy, we inspire and lead.
We honor the artistic traditions of PYO and inspire our students through high expectations and exceptio...nal opportunities, repertoire, instruction and faculty. PYO’s reputation as one of the world’s most outstanding youth orchestra organizations is a great asset. The organization is committed to nurturing and growing this legacy by contributing to and collaborating with the field of arts education, locally and globally. PYO is dedicated to the future of music education, orchestras, and the positive impact the performing arts has on society.
Transformative Education. We utilize music education to develop the individual and community.
PYO is committed to deepening and enriching student learning, character and social bonds. Through quality music education and rigorous ensemble training, PYO prepares the world’s future citizens and leaders (musical and otherwise) for positive contributions to society. Our work creates and strengthens the shared experiences, collaboration and connection that bolsters community.
Access. We use multiple avenues to engage a diverse student body in music learning.
We value the inclusion of students, parents and communities from a wide range of backgrounds, ability levels and needs, as this diversity develops richness of community and musical performance. PYO actively works to increase and expand access through a comprehensive and versatile educational pathway, which is built to serve students with no prior music education, as well as highly trained and talented young musicians.
Ranging in age from 6 to 21 years, the musicians of the Philadelphia Youth Orchestra organization are selected by competitive audition and come from a 70-plus-mile radius of Philadelphia encompassing nearly 20 counties within Pennsylvania, New Jersey, and Delaware. Through advanced orchestra repertoire, students are challenged to perform at professional levels, to strive for advanced musicianship, and to achieve superior technical, musical, and personal application.