|Responsible for day-to-day operations of the Civic Orchestra of Chicago – serve as production and personnel coordinator for Civic rehearsals, sectionals, performances and events, coordinate season planning and calendar, manage the annual Civic Orchestra auditions, contribute to curriculum development for the Civic and Citizen Musician Fellowship. Manage the Percussion Scholarship Program. Coordinate CSO Youth Auditions in collaboration with CSO Volunteer offices. Provide support for the CSO Solti Conducting Apprenticeship. Position offers opportunity to gain experience in a wide range of orchestra management responsibilities.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
1. Coordinate operational needs for Civic Orchestra services:
– Prepare and distribute instrument and equipment set-up requests and oversee production of Civic rehearsals, sectionals, performances and events, including auditions.
– Interface with stage hands and serve as liaison between stage hands, orchestra musicians, conductor and guest artists at concerts; Provide support for conductors and guest artists as needed.
– Coordinate Civic season schedule creation and production of Civic Date Book.
– Support planning for the Civic Artistic Challenge.
2. Coordinate personnel needs for the Civic Orchestra:
– Plan annual Civic Orientation sessions.
– Develop and disseminate orchestra rotation sheets, rehearsal schedule, and other information pertinent to Civic services and events.
– Attend and be on duty for Civic rehearsals, concerts and other events as the point person for production and personnel matters. Take attendance at each service.
– Maintain timely communication of schedule updates with Civic musicians, principal conductor, CSO coaches and others as needed.
– Process payroll for Civic musicians and CSO coaches; including new hire paperwork for Civic substitute players.
– Field questions and requests promptly and with appropriate levels of professionalism, sensitivity and confidentiality.
– Coordinate and distribute complimentary CSO and Civic concert tickets for Civic musicians.
– Communicate regularly with Civic Orchestra librarian to ensure consistent and timely information sharing.
– Hire and supervise Civic musician rehearsal assistants and audition proctors.
3. General Administration
– Oversee Civic audition applications and scheduling.
– Respond to inquiries directed to the Civic general phone number and e-mail.
– Maintain Civic and PSP instrument inventory and maintain instrument repair records.
4. Manage the Percussion Scholarship Program
– Coordinate operational needs for PSP performances including dress rehearsals and Family Days.
– Coordinate the recruitment process – update invitation letters and application forms, mailings and audition process, etc.
– Communicate regularly with PSP directors and teaching assistant.
5. Coordinate CSO Youth Auditions in collaboration with CSO Volunteer offices.
– Attend planning meetings with the League Committee and Volunteer Offices.
– Assist with the recruiting process, including coordinating mailing lists and updating audition repertoire lists.
– Manage travel needs of guest judges, including booking flights and hotels. Provide support for guest judges on audition days.
6. Assist with other Institute programs and events as assigned, with particular focus on events that involve Civic musicians, PSP students and YA participants.
Year-round position. During Civic season (roughly September to early June), must be available to work nights and weekends for rehearsals, performances and events in addition to flexible daytime office hours. Civic Orchestra rehearsals generally require some amount of physical work such as moving chairs, music stands and at times, percussion instruments.
Mandatory Job Qualifications 1. Formal education in music or equivalent experience, and completion of bachelor’s degree.
2. Impeccable attention to detail; strong organizational and time management skills; ability to manage multiple projects simultaneously.
3. Excellent interpersonal, written and oral communication skills.
4. Strong ability to work well under pressure, often in an extremely busy environment; Flexibility and ability to adapt to changing priorities are required.
5. Self-motivated, creative problem solver.
6. Sound judgment and discretion in dealing with issues pertaining to confidentiality.
7. High level of professionalism, customer service, diplomacy and sensitivity in working with many different internal and external constituencies.
8. Working familiarity with MSWord, Excel, and Access (or similar database program).
Desired Qualifications 1. Previous experience working with performing arts organizations preferred.