Orchestra Operations and Personnel Administrator

JOB TITLE: Orchestra Operations and Personnel Administrator

REPORTS TO: Music Director

OVERSEES: Stage Manager/Production Team

WORKS CLOSELY WITH: Librarian

Position Overview:

The Orchestra Operations and Personnel Administrator is responsible for administrating the personnel of the orchestra and assisting with administrative and operational matters that affect the Music function of SFSO. This includes preparation of contracts, maintenance of payroll and other records, scheduling of musicians, hiring of substitute and extra musicians, and coordination of auditions. Additionally, the position will oversee all day-to-day operational activities of the orchestra, ensuring efficient and effective execution of concerts, rehearsals, and educational programs. The Personnel Manager serves as a liaison between the music director, musicians, and the administrative staff.

JOB DUTIES AND RESPONSIBILITIES:

Orchestra Personnel

• Secure the instrumentation needs of each piece to be performed, from the librarian.
• Maintain a select list of players suitable for hiring as extras or substitutes.
• Maintain a database of all players including, all contact information.
• Hire extra and substitute musicians, consistent with orchestra’s Music standards and the music director’s approval.

Rehearsals/Performances

• Oversee the securing of rehearsal locations and logistics (secured by the stage manager) for the music director’s consideration and approval.
• Ensure any contractual obligations or other details for rehearsal locations, are executed before the beginning of each season.
• Provide five-minute call for rehearsals and notify conductor of the start and close of rehearsals
• Log noteworthy events in connection with rehearsals or concerts such as complaints, tardiness, failure to wear appropriate dress, general department, and HVAC problems
• Respond to conductor and musicians’ requests, problems, and issues arising out of or in connection with an imminent service in a manner consistent with past practice, and SFSO standards: communicate such events to the Music Director as soon as possible for collaboration and final approval of action to be taken.
• Coordinate changes in seating, on-call musicians, and engagement of last-minute substitutes due to unscheduled absence or tardiness
• Make personnel announcements at rehearsals, as required
• Maintain relationships with key personnel at the performance venues
• Supply box office with musician roster for complimentary tickets, when applicable.

Scheduling

• Recommend schedules to the Music Director with supporting documentation consistent with master schedule, individual contracts, repertoire, and SFSOs Music standards

Housing Coordination

• Build and maintain relationships with musician hosts each season
• Maintain personnel itineraries and clearly communicates housing needs based on those itineraries with host families prior to each concert
• Distribute host applications, guidelines, and requirement documents and full season schedule to host families
• Maintain current list of orchestra personnel requiring housing
• Facilitate all housing accommodations and make travel arrangements as needed, including guest artists.
• Maintain communication with the office to ensure fulfillment of guest artist rider requirements

Contracting/Payroll

• Create the contracts for all artists including, orchestra musicians, soloists, guest artists, chorus members
• Maintain all executed contracts both in the document signing platform, and in SFSO’s One Drive.
• Hire and contract musicians for all outside engagements in consultation with the Music Director.
• Coordinate all details related to outside engagements as defined by the music director and the event contract.
• Ensure that musicians, extra and substitute players receive timely and accurate compensation; track payroll variations including doubling, extra services, overtime, travel reimbursements, extra and substitute players, and small ensemble payments
• Complete attendance sheets for each concert
• Secure all necessary signature approvals for personnel payment and resolve all financial discrepancies with the Music Director and Finance Director and ensure timely submission for these payments.

Auditions

• Coordinate the audition process for the replacement or addition of regular orchestra musicians
• Advise management and appropriate orchestra committees regarding the audition process at other orchestras and previous SFSO auditions
• Secure candidate requirements, audition schedules and music selection from Audition Committee chairperson
• Initiate appropriate recruiting strategy (such as placing ads, contacting candidates, maintaining, and updating candidate lists and providing solicitation letters)
• Forward audition information to candidates
• Schedule auditions, consistent with past practice and under the direction of the music director
• Greet candidates and appropriately represent the SFSO.
• Conduct actual auditions, document the results, and communicate decisions to candidates

Administration/Oversight/Budgeting

• Assist Music Director with the full season master schedule and distribute it to musicians and administrative staff in a timely manner
• Attend all SFSO rehearsals and concerts regardless of roster inclusion and arrive at least one hour before all concerts and events
• Oversee the library function of the symphony. Ensure that the librarian has prepared and sent all necessary music to the musicians in a timely manner
• Adhere to financial budgeting limits prescribed in all areas of responsibility, including audition expenses, doubling fees, extra players, overtime, etc.
• Provide personnel list for concert program to the marketing team by the stated deadline as determined by the director of marketing
• Research special projects as requested by the Music Director

Requirements

• Bachelor’s Degree or comparable practical experience
• Minimum 3 years in symphony orchestra management preferred
• Experience with production in a concert environment.
• Thorough knowledge of orchestral repertoire and instrumentation
• Knowledge of orchestral staging issues, knowledge of orchestra planning, and experience with budgeting.
• Musical knowledge that allows critical appraisal of performance preferred.
• Strong interpersonal skills are required to interact with a variety of constituents, including the Music Director, President and CEO, Musicians, stagehands, and administrative staff as well as outside entities such as vendors, artist managers, venues, governmental agencies, and local arts groups
• Demonstrated proficiency working with all Microsoft 365 applications
• Ability to participate in weekly meeting, planning sessions, and be in office at least once a week at the Symphony’s office in Fort Lauderdale in conjunction with the organization’s needs.
• Preference for a South Florida resident.

Terms

• This is an administrative exempt “at will” position.

Compensation/Benefits

Competitive compensation (you may request specifics before applying)

Eleven (11) paid holidays

A health care stipend is available.

Physical Requirements

This position requires standing, walking, climbing stairs, and being at various locations throughout South Florida for performances and other work assignments. Being able to lift items of 25 pounds or more is also a requirement.

APPLICATION PROCESS

This position will remain open until it is filled. To apply, please send a cover letter (explaining your interest in the position) and résumé to sdanis@southfloridasymphony.org using the subject line “Orchestra Operations and Personnel Administrator”. Please send Word or PDF files only. No phone calls, please.

This job description is not intended to be an exhaustive list of all duties, responsibilities, and skills required. Other duties, as assigned or deemed necessary by management, may be required. Management reserves the right to revise this job description at any time. The job description does not constitute a contract for employment, nor does it alter the at-will employment relationship.

South Florida Symphony is committed to creating a diverse and inclusive workplace. We are proud to be an Equal Opportunity Employer and make employment decisions based on merit and business needs. We do not discriminate on any legally protected basis and welcome applicants from all backgrounds.

Pay: $35,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

People with a criminal record are encouraged to apply

Work Location: Hybrid remote in Fort Lauderdale, FL 33301

Salary : $35,000 - $45,000