| JOB SUMMARY:
The Orchestra Librarian oversees all activities of the orchestra library, including the preparation, distribution, and collection of music for all orchestra services. The Music Librarian works closely with conductors, musicians, and staff, and is critical to the successful operations of the Portland Symphony Orchestra. The Orchestra Librarian reports to the Director of Artistic Operations and is present at all orchestra services. JOB DUTIES & RESPONSIBILITIES:
Music Procurement - Arrange for the purchase or rental of materials to meet program needs for the orchestra
- Take delivery of and track incoming music, pack and ship outgoing music, and maintain shipping records
- Check all incoming and outgoing performance materials for condition and completeness
- Ensure prompt return of rented or borrowed materials and adherence to copyright laws
Music Preparation - Assist in all aspects of music preparation, including but not limited to editing, proofreading, distribution, and marking string parts
- Work with conductors and soloists to prepare music according to their specific requirements, including checking editions of music performed and recommending new revised/Urtext editions if parts owned by the PSO do not meet modern day standards
- Review all music to determine if orchestra parts meet acceptable standards: legible parts, adequate rehearsal letters, numbers, and measure numbers. Take the necessary steps to correct problems that potentially could disrupt rehearsals
- Ensure that there are enough parts; provide parts sufficiently in advance to the concertmaster and other designated string principals for bowing and pre-rehearsal practice
- Ensure that bowings, rehearsal letters/numbers, and measure numbers are compatible between the conductor’s score and the players’ parts
- Assemble and arrange music in orchestra folders
- Meet all deadlines as specified in the Collective Bargaining Agreement
Concert / Rehearsal Duties - For all rehearsals and concerts, arrive in time to ensure that all musicians have music and, if not, provide alternative. Collect and store all music at conclusion of service.
- Distribute and collect music at concerts and rehearsals; assist Music Director and musicians with needs related to printed music.
Orchestra Library Maintenance - Maintain the orchestra’s collection of scores and parts; repair and maintain music and folders.
- Catalogue and file music purchased for the orchestra library, maintain accurate inventory, and ensure adequate security.
- Track all items borrowed from the library, i.e., individual parts, scores, reference materials; ensure their timely return.
Administrative - Maintain OPAS database, including: program listings, instrumentation requirements, performance records
- Proofread program book
- Report to all appropriate performance licensing organizations (ASCAP, BMI, SESAC) all music performed on all concert series
- Assist Director of Artistic Operations in developing annual budgets, including collecting quotes from publishes and managing information via spreadsheet
Other - Maintain a current file of publisher catalogues, research availability and cost of music to be ordered.
- Report music lost or damaged to Director of Artistic Operations.
- Prepare music for all auditions.
- Prepare music for all KinderKonzerts.
- Assist in obtaining needed scores and preparing music to be performed.
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