What are the responsibilities and job description for the Director of Orchestra Personnel position at HOUSTON SYMPHONY SOCIETY?
Job Title: Director of Orchestra Personnel
Department: Operations
Reports to: Chief Operating Officer
Direct Reports: Assistant Orchestra Personnel Manager
Status: Full-time, exempt
Please include a cover letter and resume when applying.
Summary:
The Director of Orchestra Personnel oversees all administrative and operational aspects of the Houston Symphony’s orchestra personnel function. This position ensures the highest level of service to the musicians of the orchestra, administers the application of the Collective Bargaining Agreement (CBA), and supports artistic excellence through effective planning, communication, and collaboration. The Director serves as a key liaison between musicians and management, and contributes to a positive, professional, and collaborative organizational culture.
Objective: Provide the highest level of professional and compassionate administration of the orchestra personnel function.
• Deliver exceptional service to musicians through accurate, timely, and thoughtful management of all personnel-related matters.
• Ensure the consistent administration and application of the CBA and other orchestra policies with integrity, discretion, and care.
• Maintain efficient, detail-oriented systems and procedures that support the orchestra’s artistic and operational excellence.
• Supervise the Assistant Orchestra Personnel Manager, providing guidance, and oversight of day-to-day responsibilities.
• Coordinate with Artistic and Operations teams to determine string counts, extra musician needs, and other personnel-related items.
• Manage orchestra scheduling, attendance, and service coverage in coordination with operations and artistic staff.
• Administer leaves, vacations, and other absences in accordance with the CBA.
• Hire and manage substitute and extra musicians as needed.
• Prepare and submit accurate bi-weekly payroll, pension, and media payments for all musicians, including substitutes and extras.
• Develop and manage annual budgets for the orchestra, extra musicians and any supplemental pay.
• Oversee all aspects of national and local auditions for permanent, substitute, and extra positions, ensuring a fair, efficient, and transparent process.
• Provide onboarding and orientation for newly hired musicians regarding orchestra policies and procedures.
• Oversee and administer the tenure and probationary process for new musicians, including scheduling, documentation, and communication with all involved parties.
Objective: Foster strong, respectful, and trusting relationships with the orchestra and its representatives.
• Serve as a bridge between musicians, management, and the AFM, facilitating open, transparent, and constructive communication.
• Cultivate a positive and professional workplace environment grounded in fairness, empathy, and mutual respect.
• Steward relationships among musicians, substitutes, extras, and staff in a way that upholds the organization’s values.
• Communicate orchestra-related information clearly and promptly through emails, announcements, and posted information.
• Act as a primary liaison to the Orchestra Committee and Union representatives, addressing questions and concerns in a proactive, solutions-oriented manner.
• Enforce orchestra policies both within and beyond the CBA (e.g., attendance, attire, backstage access, cellphone use), ensuring consistency and respect in all interactions.
• Attend rehearsals, performances, and services as required, ensuring contractual compliance and maintaining a professional backstage presence.
Objective: Contribute to a collaborative culture within the department and across the organization.
• Partner closely with artistic, operations, education, community engagement, development, marketing, and administrative colleagues to support shared goals and ensure seamless execution of performances and projects.
• Model proactive communication, adaptability, and teamwork in all interactions.
• Support continuous improvement of departmental processes and foster a culture of excellence, cooperation, and accountability within the Artistic and Operations team.
• Work with other departments to assign musicians for non-orchestra events such as education programs, donor or community engagement, and other special appearances.
• Proof musician-related information for Symphony publications, concert programs, and media materials.
• Participate actively in departmental and cross-departmental meetings and initiatives.
• Perform additional duties as required by the Houston Symphony Society.
• Bachelor’s degree in music, arts management or related field required.
• Minimum of five years’ experience in a similar position in a performing arts organization.
• Knowledge of orchestra operations and orchestral repertoire. Ability to read and interpret orchestral scores and other printed music.
• Ability to read and interpret union contracts.
• Exceptional interpersonal skills.
• Excellent organizational skills and attention to detail, including the ability to react productively to changing priorities and manage multiple projects and deadlines.
• Proficiency in computer programs, especially with spreadsheet and word processing software systems.
• Excellent written and oral communication skills including excellent listening skills with the ability to provide guidance toward resolving a variety of situations.
• Discretion and ability to maintain confidentiality is essential.
• Ability to manage multiple needs and concerns while maintaining a positive, collaborative work environment which inspires high level music making.
• Ability to work evenings, weekends and some holidays.
The Houston Symphony is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, creed, religion, ancestry, age, sex, marital status, national origin, disability or handicap, veteran status, or any other protected class.