Artistic Operations Manager

About the job

posted this job on 07/03/08

A. General Description

Under the direction of the Executive Director, the Artistic Operations Manager is the supervisor of the Orchestra Assistant, and oversees preparations and execution of rehearsal and concert production for all ECYS orchestras and ensembles. This individual works closely with the Artistic Director, Associate and Assistant Conductors and Orchestra Manager for planning and preparation of sheet music, with the Executive Director for scheduling, disciplinary issues, and coordination of sectional coaches and guest musicians, and consults with the Administrative Assistant, particularly in relation to utilization of volunteer resources and membership/auditions management, and communication with members and musicians.

B. Responsibilities

Musicians’ Management

1. Maintain rehearsal and performance schedules for all ensembles - update as necessary and direct Orchestra Manager to distribute. Update the Musicians’ Phone Line 2X per week. Prepare a weekly list of verbal announcements for the Orchestra Manager.
Prepare weekly announcements for email/web site.

2. Monitor rehearsal/concert attendance records as prepared by the Orchestra Manager. Prepare weekly absence report for the ED. Upon consultation with ED and other staff, provide follow up verbal/written communication with students and their families as needed.

3. Act as support staff at membership auditions and seating auditions, as requested by the ED.

4. Coordinate and monitor “progress check” sessions with Music Director.

5. In a timely manner, meet with faculty to record seating charts and part assignments for each performance.

6. Supervise distribution of new sets of music at rehearsals, respond to concerns until all parts are correct.

7. Visit rehearsals on a regular basis. Monitor smoothness of operations, performance of Orchestra Manager, Request feedback from faculty.

General Artistic Support

1. Assess needs of faculty and musicians at rehearsals, supervise and assist the Orchestra Manager as necessary and provide support so that music work proceeds smoothly.

2. Upon advice of the Music Director, and in consultation with the Executive Director, contact and schedule coaches.

3. Upon advice of the Music Director, and in consultation with the Executive Director, arrange for guest musicians for all concerts within repertoire and budget plan.

4. Contribute to the organization and coordination of tours, workshops, and competitions.

5. Support activities related to organizing and executing Summer camp and workshop programs.

6. Attend the Annual Retreat for Symphony at UCSC
(August 3 -8, 2008).

7. Accompany the Symphony on tour (Summer 2009 to Poland/Germany).

8. Act as an ambassador for ECYS in the music community and help to recruit members for ECYS ensembles.

Production

1. Serve as liaison to technical staff/manager at concert facilities, and supervise ECYS Orchestra Manager and stage volunteers. Arrange for rentals/services as necessary: van for cartage, piano, piano tuning).

2. Supervise organization and execution of rehearsal and performance setup including, but not limited to, music stands and chairs, cartage of music, instruments, lights and after-concert breakdown. Assist when workload is heavy (sectional dates).

3. Coordinate and Supervise volunteer Stage Crew (concerts and rehearsals), advises the Administrative Assistant of any problems that may arise related to rehearsal and concert set up and break down, cartage, etc.

4. Prepare list of instruments to be shipped for Symphony tours, per carnet instructions.

5. Act as substitute Orchestra Manager as needed, due to illness, vacation relief, emergency or job vacancy.

6. Provide, in advance, to the Administrative Assistant, concert program information, including lists of pieces to be performed, in order of performance, names of guest musicians and updated list of musicians in each orchestra section, including titles, and including all instruments and players for each performance.

7. Attend all performances, support faculty and supervise the Orchestra Manager, assisting as necessary to ensure smooth operations.

Library

Meet with faculty as necessary to assist in library for location of repertoire, purchase music as needed (report requests for purchase to the ED), provide faculty with scores, string parts for bowing, and then verify each set of masters for copying. Maintain spreadsheets for all ensembles repertoire, track progress of preparations.

Contact faculty for selection of music for seating auditions and promotion, prepare instructions including measure numbers and assist with mailings.

Supervise the maintenance of the ECYS music library (filing, cataloging) and preparation of music (copy parts, number measures, transposed parts, scores and parts for coaches, assemble repertoire folders) for distribution at rehearsals.

Maintain a list of ECYS-owned instruments, and keep records for tracking of instruments borrowed by student musicians. Arrange for such instruments to be returned to ECYS in a timely manner.

Under the auspices of ECYS, attend skills development workshops and professional conferences from time-to-time.

C. Qualifications

• Previous management experience

• Master’s Degree in related field; must read music

• Knowledge of classical repertoire

• Familiar with the structure of instrumental ensembles

• Knowledge of string instrument bowings helpful

• Team player

• Enthusiastic and energetic

• Well-organized, prompt, meets deadlines

• Experience working with volunteers and young people

• Excellent verbal and written communication skills, sound judgment and professional presence

• Computer and internet literate

• Physically able to assist with performance/rehearsal cartage and set-up when necessary

• Available evenings and weekends


This is a full-time position
Salary range: $46,000-$50,000
Medical Benefits
Two weeks paid vacation

City/State

Palo Alto, CA

Pay

46-50K

duration

permanent

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