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Operations Manager

3 months ago

Peoria, United States Peoria Symphony Orchestra Full time

Job Summary: The position covers all aspects of concert production which includes the tasks of personnel manager, orchestra librarian, guest artist management, and venue management. Additionally, the position covers scheduling of community engagement projects, including Resident Artist Week (RAW) artists, artists-in-residence, composer-in-residence, and incorporating PSO musicians to expand our community engagement initiatives.

Manage Musicians (35% of time)

● Maintain close communication/consultation with the Music Director on all personnel related

matters

● Build and maintain rosters for each concert and submit them to the Music Director for approval.

● Maintain timely communications with all stakeholders (Conductor, Musicians, Staff)

● Establish substitute lists in accordance with the CBA for approval by the Music Director.

● Contract substitute musicians for all concerts in advance and throughout each season, in

accordance with the CBA.

● HR onboarding and offboarding of musicians.

● Maintain a master database of musicians

● Provide to Marketing Director an accurate personnel list for each concert for the program book

● Serve as a management representative and resource to the PSO collective bargaining team

Budgeting/ Payroll (10% of time)

● Consult with the Music Director and Executive Director to create artistic budget during the season planning stage and provide updates as necessary

● Track payroll variations including doubling, extra services, overtime, small ensemble, and audition

payments as needed

● Alert Executive Director of any unexpected changes in budget as the season progresses

Rehearsals/ Concerts (10% of time)

● Attend all rehearsals and concerts

● Manage Stage Manager and stage crew as required for each service, including IATSE stagehands

scheduling (direct reports)

● Prepare call sheets for each concert for communication/ distribution to musicians

● Take attendance, time breaks, and note musician behavior/ professionalism at all services in

accordance with the CBA.

● In consultation with the Music Director, create and approve stage plots.

● Serve as Stage Manager when needed, including scheduling and driving U-Haul

Auditions (6% of time)

● Schedule and coordinate all aspects of auditions

● Communicate with the Orchestra Committee when there are position openings

● Create and post advertisements for auditions

● Ensure CBA guidelines are followed during the audition process

Broadcasts and Streaming projects (3% of time)

● Maintain all reporting for EMA/ IMA projects

● Serve as EMA representative for meetings

● Create master calendar of concert broadcasts

● Manage private use tape agreements

● Work with marketing to determine scope of promotional projects

● Create budgets for marketing projects when compensation is required for musicians

● Maintain archival concert recordings

Guest Artists (5% of time)

● As directed by the Executive Director, negotiate with artists or managers to establish

engagement contracts

● Draft and send guest artist contracts after review by the Executive Director and Music Director.

● Serve as primary point of contact for guest artist when in Peoria

● Maintain relationships with artist representatives

● Arrange travel, hotel, and hospitality accommodations, including the management of volunteer

committees engaged to assist with hospitality and/or transportation tasks.

● Create and coordinate guest artist schedules

● Manage artist technical riders

Venue Management (5% of time)

● Serve as primary point of contact for each venue

● Create concert “needs sheets” for each concert as appropriate to the venue, including lighting,

sound, and front of house needs

● Maintain strong working relationships with venue point of contact/ venue event manager

● Ensure all aspects of production are communicated properly with the venue

Community Engagement (6% of time)

● Identify RAW artists during season planning as approved by the Music Director.

● Create master calendar before each season for artist appearances

● Serve as point of contact for partner organizations

● Hire musicians for community engagement events as approved by the Music Director

● Maintain schedule of Concertmaster outreach in consultation with the Music Director

● Track number of attendees at outreach events for grant reporting

● Attend all outreach events with artists

Music Librarian (20% of time)

● Arrange for the purchase, rental, or borrowing of materials to meet program needs

● Oversee all aspects of music preparation, including but not limited to editing, proofreading,

distribution, and marking of string parts with bowings

● Catalog, inventory, and file music purchased for the orchestra library, maintain accurate inventory, and ensure adequate security

● Report to all appropriate performance licensing organizations (BMI and ASCAP)