JOB SUMMARY: The Orchestra Personnel Manager is responsible for administering the performing personnel of the orchestra. This includes preparation, execution, and maintaining of individual contracts, maintenance of payroll and appropriate records, scheduling of musicians, hiring of substitute and extra musicians, coordination of auditions, and overseeing the professional conduct of rehearsals and performances. The Personnel Manager serves as a liaison between the Director of Operations and musicians, and between the Music Director and musicians.
JOB DUTIES AND RESPONSIBILITIES:
Orchestra Personnel Contracts
Assist the Director of Operations and Music Director in preparing a master service schedule to be consistent with individual musicians' contracts.
Secure from Music Director instrumentation needs of each piece to be performed; clarify any issues of doubling; get exact rehearsal schedule from Music Director.
Prepare customized season contracts for core players in coordination with Director of Operations.
Distribute in the Spring and follow up to assure all contracts are fully executed and on file in the GNSO office or Cloud. Maintain all required work documents for all players
Maintain select list of players suitable for hire as extras or substitutes. Hire extra and substitute musicians, consistent with orchestra's artistic standards and Director of Operation's guidelines, as necessitated by repertoire and player absence. Prepare contracts for every substitute and extra player hired.
Respond to unexpected developments with personnel in a timely manner.
Achieve 100 percent compliance with contract accuracy
Maintain records of all personnel activity in a format that can be easily and reliably accessed by the Director of Operations and the Music Director.
Provide five-minute call for start of services and end of breaks; notify conductor of the start and close of rehearsals.
Coordinate changes in seating, on-call musicians, and engagement of last-minute substitutes due to unscheduled absence or tardiness. Keep Music Director/Conductor appraised of all changes.
Make personnel announcements at rehearsals as required.
Log significant events in connection with rehearsals or concerts such as complaints, tardiness, failure to wear appropriate dress, general deportment, and work conditions.
Respond to conductor and musician requests, problems, and issues arising out of or in connection with an imminent service in a manner consistent with past practice, contracts, and GNSOs standards; communicate such events to the Director of Operations as soon as possible for collaboration and final approval of action to be taken.
Monitor artistic standards of the orchestra. Be a partner with the Music Director in assessing performance standards of individual musicians.
Serve as the immediate contact for conflict resolution for all personnel issues.
Payroll/Administrative / Budgeting
Assist Director of Operations with the development of budget projections for orchestra musician expense.
Participate in selected planning meetings regarding all aspects of orchestra personnel, such as policies and procedures. Assist in drafting work rules and policies to be included in the annual Musicians’ Book (to be initiated for the 20-21 Season)
Adhere to financial budgeting limits prescribed in all areas of responsibility, including audition expenses, doubling fees, extra players, overtime, etc.; pay special attention to travel and lodging expenses during the year, communicate variances to Director of Operations.
Ensure that musicians receive timely and accurate compensation; track payroll variations including doubling, extra services, overtime, extra and substitute players; resolve all financial discrepancies with the Director of Operations.
Provide Director of Operations with all personnel information required to appropriately manage the GNSO’s bookkeeping functions, including (but not limited to): payrolls for each concert, advance notice of lodging needs, address and Social Security numbers of players for preparation of tax forms, etc.
Provide personnel list for program book.
Coordinate the audition process for the replacement or addition of orchestra musicians.
Secure candidate requirements, audition schedules, location of audition and music selections from Music Director and Librarian; forward audition information to candidates.
Initiate appropriate recruiting strategy such as placing ads, phoning candidates, maintaining and updating candidate lists, and providing solicitation letters.
Schedule auditions, consistent with past practice, Music Director instructions, appropriate laws and management standards.
Greet candidates and appropriately represent the GNSO.
Work closely with Music Director in conducting the actual auditions, record the results, and communicate decisions to candidates.
Bachelors’ degree preferably in arts management/administration, music performance, or music education or an equivalent combination of training and experience, is required. Experience in orchestra personnel management and operations and knowledge of classical music are highly desirable. Highly motivated, initiative-taking, and positive individual who can work in a team environment, with excellent written and oral communication skills and meticulous attention to detail required.
The successful candidate is required to attend all rehearsals, performances, and auditions with evening and weekend hours being mandatory.