Orchestra Librarian

About the job

Job Summary:

The Orchestra Librarian is responsible for providing and organizing all of the music needed for performance, and for maintaining the orchestra’s library of parts and scores.

Job Duties and 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

Music Preparation

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.
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 bowing, rehearsal letters/numbers, and measure numbers are compatible between the conductor’s score and the players’ parts.
Assemble and arrange music in orchestra folders

Concert/Rehearsal Duties

For assigned rehearsal and concerts, arrive 30 minutes early to execute any changes in bowing, stage set-up, etc. Ensure that all musicians have music and, if not, provide alternative. Set conductor’s scores and batons; collect and store all music at conclusion of service.
Follow up at every rehearsal with the conductor and string principals for possible bowing changes, mistakes to be corrected in the parts, bad page turns, etc

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

Administrative

Provide program listings, instrumentation requirements, and other information to staff on request; proofread program book.
Maintain accurate orchestra performance records.
Review and process all payments for music and supplies.
Provide information to Operations Manager on all appropriate performance licensing organizations (ASCAP, BMI, SESAC) all music performed on all concert series; pay annual fees as required.
During budgeting process, provide projected expense figures for planned repertoire

Other

Maintain a current file of publisher catalogues, research availability and cost of music to be ordered.
Report music lost or damaged to the Executive Director.
Prepare music for all auditions.
Assist artistic staff in obtaining needed scores and preparing music to be performed.