Orchestra Personnel Manager

3 weeks ago

Philadelphia, Pennsylvania, United States KIMMEL CENTER INC. Full time
Job Description

At Kimmel Center Inc., we are seeking a highly skilled and organized individual to fill the role of Orchestra Personnel Manager. This position will provide administrative and operational support to the Senior Director of Orchestra Personnel and Tour Residencies in day-to-day operations of Orchestra services and the Personnel department.

The successful candidate will be responsible for coordinating all aspects of hiring substitute and extra musicians, managing auditions, participating in budget management, and administering leave requests. They will work closely with the Artistic Planning and other departments, as well as String Monitors and Library staff.

Key Responsibilities:

  • Consult with the Senior Director of Orchestra Personnel to hire substitute and extra musicians.
  • Maintain a current list of local and national musicians for each instrument and coordinate evaluation of such lists through the substitute review process.
  • Manage the Personnel module of the ArtsVision database, including maintenance of all contact information and distribution lists for orchestra members and substitute musicians.
  • Assist in compiling information for weekly rosters and distribution of call sheets and rehearsal orders.
  • Manage the tracking of absences in the database and on rosters.
  • Maintain confidential musicians' personnel records.
  • Assist the Senior Director of Orchestra and Tour Residencies in decision making and communicating confirmations of leave requests to orchestra members.
  • Ensure regular creation, distribution, and tracking of documents, memos, reports, filing, and copying for the Personnel Department.
  • Support the Orchestra Personnel Coordinator in preparing vendor check requests and scheduling meetings.
  • Oversee and manage the coordination of auditions, including maintaining candidate databases and files, generating candidate audition packets and mailings, and scheduling audition times.
  • Manage communication with String Monitors and maintain accurate records of string seating with assistance from the Orchestra Personnel Coordinator.
  • Collaborate with the Senior Director of Orchestra Personnel and Artistic Production staff in the organization and execution of residency activities on tours and for summer festivals.
  • Assist in identifying orchestra personnel for digital stage activities, 'meet and greets', receptions, and other activities requested from various departments in the organization.
  • Prepare and manage the payroll and media payments for all POA musicians, including substitutes and extras with assistance from the Orchestra Personnel Coordinator.
  • Assist in the management of rehearsals and participate in concert duty rotation.
  • Participate in regular meetings with Artistic Production staff and various committees, as required.
  • Be available by telephone or cell phone in the evenings and weekends.

Requirements:

  • Bachelor's degree required with a minimum of 5 years of Orchestra administrative experience; or equivalent combination of education and/or training and experience.
  • Knowledge of orchestral repertoire and instrumentation is required.
  • Personal integrity and strict code of confidentiality and professionalism.
  • Ability to implement projects from conception to completion with minimal supervision.
  • Detail-oriented and exceptional organizational skills.
  • Excellent clerical skills, including Microsoft Office programs experience with proven experience using Excel.
  • Strong verbal and written communication skills essential.
  • Working knowledge with ArtsVision.
  • Familiarity with orchestral repertoire and ability to read music.

Working Conditions/Physical Demands:

Routine for office environment. The employee will be required to travel, when necessary, both domestically and internationally, as needed, on Orchestra run-outs and tours, and will perform the essential functions of the job during evening and weekend concerts and events.

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