JOB SUMMARY: The Orchestra Librarian oversees all activities of the orchestra library, including the preparation, distribution, and collection of music for all orchestra services. The Music Librarian works closely with conductors, musicians, and staff, and is critical to the successful operations of the Portland Symphony Orchestra.
The Orchestra Librarian reports to the Director of Artistic Operations and is present at all orchestra services.
JOB DUTIES & RESPONSIBILITIES: Music Procurement
Arrange for the purchase or rental of materials to meet program needs for the orchestra
Take delivery of and track incoming music, pack and ship outgoing music, and maintain shipping records
Check all incoming and outgoing performance materials for condition and completeness
Ensure prompt return of rented or borrowed materials and adherence to copyright laws
Assist in all aspects of music preparation, including but not limited to editing, proofreading, distribution, and marking string parts
Work with conductors and soloists to prepare music according to their specific requirements, including checking editions of music performed and recommending new revised/Urtext editions if parts owned by the PSO do not meet modern day standards
Review all music to determine if orchestra parts meet acceptable standards: legible parts, adequate rehearsal letters, numbers, and measure numbers. Take the necessary steps to correct problems that potentially could disrupt rehearsals
Ensure that there are enough parts; provide parts sufficiently in advance to the concertmaster and other designated string principals for bowing and pre-rehearsal practice
Ensure that bowings, rehearsal letters/numbers, and measure numbers are compatible between the conductor’s score and the players’ parts
Assemble and arrange music in orchestra folders
Meet all deadlines as specified in the Collective Bargaining Agreement
Concert / Rehearsal Duties
For all rehearsals and concerts, arrive in time to ensure that all musicians have music and, if not, provide alternative. Collect and store all music at conclusion of service.
Distribute and collect music at concerts and rehearsals; assist Music Director and musicians with needs related to printed music.
Orchestra Library Maintenance
Maintain the orchestra’s collection of scores and parts; repair and maintain music and folders.
Catalogue and file music purchased for the orchestra library, maintain accurate inventory, and ensure adequate security.
Track all items borrowed from the library, i.e., individual parts, scores, reference materials; ensure their timely return.
Maintain OPAS database, including: program listings, instrumentation requirements, performance records
Proofread program book
Report to all appropriate performance licensing organizations (ASCAP, BMI, SESAC) all music performed on all concert series
Assist Director of Artistic Operations in developing annual budgets, including collecting quotes from publishes and managing information via spreadsheet
Maintain a current file of publisher catalogues, research availability and cost of music to be ordered.
Report music lost or damaged to Director of Artistic Operations.
Prepare music for all auditions.
Prepare music for all KinderKonzerts.
Assist in obtaining needed scores and preparing music to be performed.
Minimum of two years’ experience at a professional symphony orchestra or university ensemble librarian
Ability to read music is required. Extensive knowledge of repertoire and musical notation, including all major clefs and transpositions, is required.
Experience with OPAS or similar (e.g. ArtsVision) highly desirable
Strong organizational and communications skills
Willing to work as part of a team in an intimate office setting
Ability to anticipate and resolve issues creatively
Ability to independently prioritize and complete work in a complex environment
Ability to maintain a flexible work schedule, including nights and weekends
Demonstrated ability to work positively with a variety of people under pressure
Strong computer skills required (Microsoft Office Suite, music notation software).
Standing, walking, bending, and ability to lift up to 35 pounds as needed
Valid driver’s license and vehicle
About Portland Symphony Orchestra
Founded in 1923, the Portland Symphony Orchestra (PSO) is widely regarded as one of the top symphony orchestras of its size in the country. The Symphony's Mission is to serve our community by enriching lives through music.