Concert Operations & Personnel Manager

REPORTS TO: Executive Director

SUPERVISES: Librarian

HOURS: Full-time

JOB SUMMARY: The Concert Operations/Personnel Manager is responsible and accountable for all production aspects of YSO performances and rehearsals. S/he is to proactively coordinate and execute logistics related to all programs presented by the orchestra. S/he will be an integral part of the YSO’s intimate administrative team working closely with our Executive Director, Music Director, Assistant Conductor, and concert venue staff.

RESPONSIBILITIES:

MUSIC PERSONNEL MANAGEMENT (30% of time)

• Administrative coordination and communication with YSO musicians:
  • Provide 24/7 communications path for individual musician concerns
  • Respond to conductor and musician requests and issues in accordance with Orchestra Recommend updates to YSO Policy Manual.
  • Arrange housing accommodations for out-of-town musicians
• Work with the Music Director and Principal Musicians to…
  • determine instrumentation and maintain lists of musician seats to fill for each concert
  • schedule, advertise, and manage the physical & operational logistics of auditions
• Work with the Executive Director to…
  • prepare & process musician contracts, personnel rosters, and schedules
  • participate in planning operational needs of education and promotional performances
• Work with the Marketing & Development Associate to…
  • maintain artistic and personnel pages in the program book
  • secure any musician bios or headshots needed for marketing purposes
• Attend all rehearsals and concerts
  • Ensure adherence to Orchestra Policy via addressing complaints, musician tardiness/absence, dress code, and general deportment.
  • Facilitate communications between Music Director, Musicians, and production staff
• Hiring & Processing
  • Maintain musician personnel records. Under Music Director’s supervision, hire & maintain list of players suitable as extras or substitutes consistent with YSO’s artistic standards.
  • Prepare musician payroll for processing.
• Miscellaneous - other duties as assigned

CONCERT OPERATIONS & PRODUCTION (30% of time)

• Concert Operations
  • Assist monitoring the annual budget for orchestra operations
  • Help determine instruments, equipment, or tunings needed and services with vendors.
  • Develop stage plots for each performance.
• Production
  • Communicate rehearsal and performance schedules to all involved parties
  • Work with stage manager to address technical and logical needs (lighting, audio/video, broadcast, recording, stage crew, etc) specific to each event.
• Education
  • Assist the annual Young Person’s Concert and Song-writing Contest including scheduling and transportation needs with schools
  • Assist developing and implementing YSO’s annual in-school performances including schedules with schools and musicians

MUSIC LIBRARY (30% of time)

• Assist developing, implementing and monitoring annual library needs.
  • Maintain library including digital database of repertoire and physical storage.
  • Develop annual library budget by gathering rental/purchase quotes based on instrumentation.
  • Execute rental and purchase orders including contracts, shipping, and cataloging.
  • Create practice copies for conductors and musicians as needed.
  • Coordinate creation of bowing masters with principal players and deliver to librarian to copy
  • Handle distribution and collection of physical and digital sheet music to musicians.
• Supervise YSO Librarian
  • Coordinate with Librarian to account for general maintenance and oversight of the YSO Music Library? as well as Pre-& Post-Concert Duties.

ARTISTIC PLANNING & HOSPITALITY (10% of time)

• Artistic Planning
  • Assist in developing, implementing and monitoring the YSO’s annual artistic plan.
  • Prepare guest artist contracts in conjunction with Executive Director.
  • Coordinate and arrange guest artist’s travel and lodging with agents and vendors.
• Hospitality
  • Organize musician, conductor, and guest artist hospitality
  • Serve as on-site liaison for guest artists
  • Coordinate guest artist merchandise sales