The Operations & Personnel Manager (OPM) is the primary point of contact between the members of the Orchestra and the administration of the Spokane Symphony. The position consists of balancing high-priority deliverables, nurturing and maintaining relationships amongst orchestra, staff, and external constituents, exercising decision-making skills requiring extensive knowledge of the orchestra working dynamic, andability to thrive under intense pressure. The successful candidate will seamlessly meld an advanced knowledge of orchestra operations, an authentic warmth and love of the orchestra world and the people in it, and an insatiable drive to deliver outstanding results to others. This position epitomizes the concept of servant leadership.
The OPM is responsible for the day?to?day management of orchestra activities and related functions in compliance with the Collective Bargaining Agreement (CBA). The OPM serves as a liaison between the musicians and administration of the Spokane Symphony, supporting institutional goals and acting as a resource and counsel for orchestra musicians. Responsibilities include being present at orchestral rehearsals and performances, preparing orchestra rosters and seating assignments, maintaining attendance records, preparing orchestra payroll, managing the audition process, ensuring timely and accurate communication to musicians, and addressing confidential personnel matters in partnership with the General Manager, Artistic and Executive Directors.
The OPM reports to the General Manager of the Symphony and works closely with the other members of the Operations Department, the Music Director, and across departments, especially Finance. The OPM demonstrates a continuous improvement approach supporting collaboration and growth across the institution. This OPM is expected to possess subject matter expertise of the highest caliber in the related field, as well expertise and passion for orchestral music, a curiosity for learning and an indefatigable drive to succeed.
TRAITS OF THE SUCCESSFUL CANDIDATE:
The following are the tenets that this position necessitates:
follow-through and inextinguishable focus on execution
outstanding professionalism including poise and finesse, and a will to engage effectively with a wide range of constituents with agility, deftness and grace
outstanding communication skills, both verbal and written
ability to simultaneously handle multiple projects
ability to problem solve and find solutions; self-reliance
speed of thought, speed of action, speed of results
accuracy and precision
growth mentality: curiosity, insightfulness, and synthesis
self-awareness, unimpeachable character, and management of oneself
Our staff not only upholds these standards but helps to engender an organizational culture which authentically embodies them. Finally, we believe that trustworthiness, adaptability, and empathy, combined with intellectual curiosity, synthesis, and insight are the keys to success.
WORK OF THE DEPARTMENT
Actively work to create and maintain an environment of faultless precision, detail and focus to support the department, and achieve our goal of crafting and delivering orchestra performances of the highest caliber to our community
Create and maintain exemplary rapport with individual Musicians and ensemble. Make them understand we have their back.
Forecast and resolve issuesbefore they exist
Ensure accurate, timely, and prioritized EVERYTHING
Humility and Constant Improvement are key
Build time to reflect on what is working and what is not, and adjust
Creating the Atmosphere
Maintainarespectfulandpositiveenvironmentforthemusiciansoftheorchestra,fostering and encouraging open communication between the orchestra and management,and reinforcing institutional goals and values
Ensuresmoothoperationofallorchestraactivitiesinvolving SymphonymusiciansincompliancewiththeCBA,including communicating and coordinating as needed with conductors, stage crew, librarians, and other administrative staff
Define and categorize all activity for the orchestra and associated individuals and ensembles into appropriate records management systems (OPAS, VenueOps, Tessitura, QuickBooks, Excel, etc.)
Establish travel and hotel needs for conductors, guest artists, substitute, and extra musicians; procure travel within budget
Build and distribute Itineraries for all conductors, guest artists and visiting ensembles; ensure itinerary build time for additions from other departments
appropriate substitute musicians are engaged, and rosters are communicated as required
Address personnel issues, both contractual and personal, communicating and/or escalating to other staff as appropriate
Inform appropriate administrative staff of personnel health, family matters and disciplinary issues as they occur and assist in resolving with General Manager
Prepare contracts for new hires, long?term substitutes, and annual contracts for tenured musicians ensuring relevant paperwork is completed and passed on to Human Resources in a timely manner
Accurately track attendance, sick and personal days, leaves of absence, rotations and relief
Prepare orchestra payroll information accurately and on time in compliance with CBA and individual contracts, including media payments, new hires, contract cessations, and musician retirements
Assist musicians with disability process and return to work plans, coordinating with Finance
Contribute to budgeting process as required on both an annual, and project basis
Maintain an open and positive relationship with union representatives, assists in resolving labor disputes, and supports the negotiation process of the Collective Bargaining Agreement
Support and carry out other tasks as required including, but not limited to, small ensemble performances, travel arrangements, research and strategic initiatives
SPECIFIC ROLES AND RESPONSIBILITIES OF THE POSITION
Engage the proper number and types of musicians for all Spokane Symphony services
Maintain orchestra roster of permanent players, share and update musician information with the administration
Maintain select list of players suitable for hire as extras or substitutes
Secure from librarian instrumentation needs of each piece performed
Hire extra and substitute musicians, consistent with the orchestra's artistic standards and Music Director's guidelines, as necessitated by repertoire and player absence
Inform Librarian and section principals of hired musicians in a timely manner
Maintain Substitute and Extras Ranked Musicians List, in compliance with Master Agreement
Be on-site at every service to answer all musicians’ questions and to handle and resolve all personnel problems
Make all necessary announcements to Musicians, both prior to Services in the form of email and text, and during rehearsals using easy-to-understand language, conveyed with diplomacy and with respect for the individual and time
Travel with the musicians on run-outs and tours
Provide notifications prior to rehearsals and notify musicians of the start and close of rehearsals
Supervise and recommend appropriate breaks
Log significant events in connection with rehearsals or concerts such as complaints, tardiness, failure to wear appropriate dress, and HVAC problems
Respond to conductor and musician requests, problems, and issues; communicate such events to the Music Director and General Manager as soon as possible
Coordinate changes in seating, and engagement of last-minute Music Director / Conductor-approved substitutes due to unscheduled absence or tardiness
In collaboration with the General Manager and Music Director, plan and execute all auditions in accordance with the CBA, utilizing best practices, fomenting an environment of excellence, collegiality, dignity and calm.
Work with the Music Director to determine and coordinate the audition process for thereplacementoradditionofpermanentorchestra
AdvisemanagementandtheOrchestraCommitteeregarding the audition process
Secure candidate requirements, audition schedules, and music selections from principals
Initiateappropriaterecruitingstrategy(such as placing ads, phoning candidates, maintaining and updating candidate lists, and providing solicitation letters).
Schedule auditions, consistent with past practice, Audition Committee instructions, appropriate laws, management standards, and the musician policies.
Coordinate candidate schedules among the Music Director, Audition Committee,
Greet candidates appropriately
Conduct actual auditions, record the results, and communicate decisions
Finance and Payroll:
Ensure comprehensive and accurate financial management for Orchestra Operations. Oversee and complete all aspects payroll submission, working in collaboration with other members of Operations Department and Finance Department. Provide information to organization to ensure accurate forecasting; assist with budget preparation.
Ensure Musiciansreceivetimelyandaccuratecompensationbykeeping accurate payroll r
Secure all necessary approvals for personnel payment; ensure timely distribution of checks; resolve all financial discrepancies with appropriate staff
Travel Reimbursement Forms
Administer Instrument Insurance program
Point of Contact for Musicians
Function as the primary point of contact at Services for all Musicians
Advise administration during musician union negotiations
Maintain dialogue with the Spokane Symphony Orchestra Committee
Master Agreement Compliance
Monitor compliance with the master agreement.
Must be legally eligible to work in the United States
Bachelor’s Degree in a related field
3-5 years’ experience in Operations
Valid Washington State Driver’s License
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Exceptional interpersonal skills, including the ability to communicate calmly and professionally in high pressure situations
Ability to anticipate and resolve issues creatively, demonstrating leadership and teamwork
Capacity to build and maintain trust and confidentiality, exercising objectivity, discretion and tact
Ability to successfully prioritize workload and multitask in a fast?paced environment
Exceptional attention to detail and accuracy in work
Ability to interpret and administer negotiated collective bargaining agreements and individual contracts
Experience preparing complex orchestral payroll including overtime, allowances and additional payments
In?depth knowledge of Washington Human Resources concepts including sick leave and leaves of absence preferred
Strong computer skills, including experience with Microsoft Working knowledge of orchestra management systems and databases is an advantage.
ADDITIONAL FACTORS FOR SUCCESS:
Desire and demonstrated ability to identify and address personal knowledge gaps; to learn on the job; and to cultivate sources of knowledge, expertise, and skill
Ability to understand and quickly adapt to new technology
Solid judgement and strong customer service ethic; professional, pleasant, empathetic demeanor
Ability and willingness to work in a very fast-paced environment with extremely high productivity demands, and collaborate with other staff
Self-starter, problem-solver, and “can-do” attitude
A sense of humor and ability to see through the difficulty in any situation with levity and optimism
WORK ENVIRONMENT AND PHYSICAL DEMANDS (carried out with or without reasonable accommodation):
Available to work regular business hours and maintain a presence at many rehearsals and performances, including nights and weekends
Ability to travel with the orchestra as required
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
Close visual acuity is required for performing activities such as preparing and analyzing data and viewing a computer terminal
Normalbackstageworkingconditions:standingforlongperiodsoftime,lifting of up to 75lbs;noisy atmosphere
Salary is commensurate with experience. Benefits include health insurance for employee, generous time off policies, and 401K plan with 4% match (through John Hancock) available after 1-year of service.
Spokane Symphony/Martin Woldson Theater at The Fox provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
We believe orchestral music nurtures the human spirit, enhances the quality of life and is integral to the preservation and development of culture. The Spokane Symphony is dedicated to providing high quality, professional orchestral performances and education to the Inland Northwest for the purpose of enriching and transforming lives through music.
We do this by presenting passionate, high-quality performances of classical, popular and innovative music, creating cultural enrichment for audiences of all ages and backgrounds, and aid in the artistic development of the audience and musicians by providing new musical experiences. We are also committed to developing and delivering inspirational education and community programs.
WE ARE COMMITTED TO GREAT MUSIC, EXCELLENCE AND INNOVATION, AND FINANCIAL STEWARDSHIP.
ABOUT THE SPOKANE SYMPHONY
Now in its 75th Season, the Spokane Symphony continues a long tradition as the largest and most active professional performing arts organization in the Inland Pacific Northwest. It was incorporated in 1945 as the Spokane Philharmonic, becoming the Spokane Symphony Society in 1962.
Led by Music Director, James Lowe, ...The 70-piece professional orchestra performs for more than 150,000 listeners each season and provides a wide variety of exceptional educational experiences. The orchestra presents critically acclaimed performances featuring some of the world's most respected soloists.
The Spokane Symphony Society is a non-profit organization governed by a volunteer Board of Trustees. The Symphony also enjoys the generous support of the more than 300-member Spokane Symphony Associates, the Orchestra's volunteer organization.
The Spokane Symphony is dedicated to bringing cultural enrichment to residents for the Inland Northwest. Our innovative programming, for which we won an ASCAP award, includes contemporary and traditional composers from around the globe. We also pursue collaborative efforts with other arts organizations. Examples of past collaborations include:
The Invisible Collection: The Moldenhauer Archive with the Northwest Museum of Art and Culture
Les Misérables and West Side Story with Spokane Civic Theatre
La Boheme with Opera Coeur d'Alene (now Inland Northwest Opera)
City Lights with SpIFF
Uncharted with Terrain
The Grand Finale at the Festival at Sandpoint, Idaho
The Spokane Symphony outreach efforts include the Library Pass program, College Card and student discounts. Many concerts are also broadcast on 91.1 KPBX-FM.
The Spokane Symphony offers Labor Day Weekend concerts at Pavillion Park in Liberty Lake (Saturday) and Comstock Park on Spokane’s South Hill (Monday), with a program of light classics, patriotic tunes and favorites from the worlds of pop, Hollywood and Broadway.
Educational activities include the FAST (Free Access to Student Tickets) Program, the Fourth/Fifth Grades Concerts and the Link Up program of Carnegie Hall’s Weill Music Institute.