The Youth Symphony and Classical Orchestra Manager & Operations Assistant will provide managerial, organizational, and administrative support for the Grand Rapids Youth Symphony (GRYS) and the Grand Rapids Symphony Production Team. Reporting to the Senior Director of Community Engagement & Education, this position is central for the smooth execution of operational administration, projects, and communication. Additionally, support community engagement initiatives while taking on the liaison responsibility between our Grand Rapids Symphony and Grand Rapids Youth Symphony and Classical Orchestra.

This is a full-time, exempt position that requires regular availability during evenings and weekends.

Key Responsibilities

Grand Rapids Youth Symphony and Classical Orchestra

• Prepare and execute yearly membership registration, including recruiting, collecting fees, completing onboarding procedures, and supporting outreach efforts.
• Manage and attend all rehearsals and concerts including set-up and teardown.
• Coordinate the video and audio recording of each concert.
• Support parent volunteer program in ways such as recruitment and coordination.
• Work with Music Director and Senior Director of Community Engagement & Education to develop program budget for each season.
• Create and upkeep season calendars as well as secure venues and send production memos ahead of concerts.
• Responsible for overall distribution, collection, and inventory of GRYS instruments.
• Plan and execute the annual rehearsal retreat.
• Communicate, prepare, and execute yearly auditions, competitions, and awards.
• Preparation of program pages/content in tandem with conductors and Development team.
• Maintain updated databases of all students related to the organization, including auditioned non-participants as well as directors and private teachers.
• Act as primary contact for all student participants, families, private teachers, and band directors such as organizational announcements, conductor rehearsals, and student attendance updates.
• With the Marketing Department, oversee design and ordering of season promotional materials as well as social media posts (ex. Facebook, Instagram) with regular content updates.
• Manage and update organization’s website.
• Record attendance at each rehearsal and uphold organization attendance policies.
• Address issues and/or concerns with the Music Director and Senior Director of Community Engagement & Education.
• Coordinate with the Music Director and conductor(s) the hiring of coaches, judges, and substitute musicians for rehearsals and performances.
• Assist in the planning and coordination of various tours, such as family paperwork, instruments, and other tour details with the tour company, as required.
• With the GRS Library, ensure charts are prepared for distribution to musicians, and report music performed at all concert series to all appropriate performance licensing organizations and ensure annual fees are paid.
• All other duties as assigned.

Operations Support

• Review and code production invoices, expense reports, settlements, and credit card statements.
• Alongside the Patron Engagement Coordinator, help organize logistics for community events and audience engagement activities.
• Think creatively and explore new and innovative ways to enhance the concert experience.
• Assist in grant writing and applications, including gathering and tracking data, forming narratives, and sourcing new grant opportunities for operational programming and initiatives.
• Create and track conductor questionnaires for each season.
• When needed, provide support for Symphony Scorecard and other associated Community Engagement & Education programs, including correspondence, scheduling, and event support.
• Serve as Manager on Duty for services and assist with other concert duties, as needed.
• Assist the Personnel Manager with planning and on-site logistics during auditions.
• Other duties as assigned.

Skills & Qualifications

• Bachelor’s degree in music or related field preferred. In lieu of education, at least 2 years of relevant professional experience is encouraged.
• Music or music teaching background and/or experience working with an arts organization; knowledge of full orchestra operations is preferred.
• Previous experience working with young student musicians is preferred.
• The ability to represent the organization in a variety of situations and to effectively communicate and work cooperatively and with flexibility with people of various backgrounds, including all levels of Symphony staff, board, donors and volunteers while maintaining tact, diplomacy and confidentiality is essential.
• Resourceful team player with problem solving ability anddemonstrated written and verbal communication skills. Must have a great ability to multi-task, be a creative problem-solver, demonstrate a strong attention to detail and an ability to work through stress filled moments.
• Capacity to work effectively under pressure to support creation of the best product for the organization while meeting established deadlines.
• Eagerness to work within an organizational philosophy that stresses the importance of open communication, teamwork, confidentiality to sensitive matters, and the desire to meet rising expectations.
• Ability to interact constructively with a broad range of constituents: conductors, musicians, staff, vendors, stage crew and others.
• Working knowledge of day-to-day operations of an orchestra, and a musical background.
• Solution oriented with the ability to elevate co-workers to be more effective.
• Proficiency with Microsoft Office and Adobe products; additional experience with SharePoint, Dropbox, Google Suites, Word Press, and data entry experience preferred.
• Valid driver’s license and reliable transportation required.

What We’re Offering

• Salary: Commensurate with Experience.
• Benefits include health, vision, and dental insurance, LTD and Life Insurance, generous paid time off and holiday schedule, subsidized downtown parking and 401k.
• Variety - every day is different, and creativity is encouraged!  

To apply for this position, please submit the following to GRS Human Resources via email at humanresources@grsymphony.org; Cover Letter and Resume. Applications will be accepted until Thursday, February 26. Advancing applicants will be contacted directly, no phone calls, please.

For complete information about the Grand Rapids Symphony, visit www.grsymphony.org.

We are an equal opportunity employer.