Position Summary: Heartstrings is a major community-wide program providing free access to concerts, hands-on enrichment activities, and transportation for a range of under-served local residents in partnership with Orange County agencies. Live music experiences are customized to help Heartstrings Partner organizations fulfill their mission and to have the most meaningful impact on participants.

The Coordinator serves as the primary liaison between Pacific Symphony and all Heartstrings Partners, providing outstanding customer service and ensuring that mutual goals and objectives are met. He/she is responsible for managing Symphony concert attendance by working with Heartstrings Partner organizations to fill all allocated seats, arrange for transportation as needed, and manage all related logistics. Additionally, the Coordinator will work with select partner organizations to arrange off-site events, including event planning, contracting and supervising musicians, contributing to program content, and supervising each event day-of. The Coordinator will also be responsible for event management and planning of all program-wide events.

Heartstrings is a dynamic, growing, and evolving program. The successful candidate will possess the ability to establish and maintain strong business systems, while maintaining the flexibility to adapt to changing priorities and circumstances.

Essential Functions:
Partnership Management
• Ensure quality relationships and mission alignment with all partner organizations
• Maintain clear, regular communication with each partner organization
• Lead yearly partnership reapplication process
Symphony Concert Attendance
• Work with Heartstrings Partner organizations to determine ticket and concert requests for each season
• Distribute Symphony concert tickets to partner organizations for all concerts series
• Establish a clear and efficient system of ticket tracking and distribution
• Communicate all details with busing company for organizations receiving transportation assistance
• Confirm arrangements with all parties for each concert
• Communicate available tickets and partners to Segerstrom Center for the Arts Founder’s Plus representative and maintain a regularly updated listing of available partners and concert tickets as needed

Off-site Performances
• In conjunction with the Director of Education and Community Engagement, meet with Heartstrings Partner organization to determine event/concert goals, repertoire, and proposed format
• Contract musicians, manage musicians on-site, and complete musician payroll for each event
• Work with on-site contact to ensure that all logistics are in place for each event, including chairs, music stands, lighting, programs, and refreshments (as needed)
General Duties
• Conduct assessments of each event, establishing a clear system of assessment tracking and reporting
• Participate in strategic planning and meetings as needed to contribute to the evolving nature of the program
• Manage adult and high-school age volunteers at all Family Concerts and at other events as required
• Coordinate all logistics for program-wide events and large-scale meetings as needed

Minimum Job Requirements:
Education: College degree preferred
Experience: Event planning and management, work with not-for-profit agencies and/or arts organizations, managing logistics, background in music preferred
Specific Skills:
Required
• Strong organizational, detail-management, written, and interpersonal communication skills
• Proficiency in Microsoft Excel, Word, Outlook, and some familiarity with Microsoft Publisher
• Ability to think and perform both logistically and strategically, with the ability to adapt to changing and evolving priorities
• Self-motivation and the ability manage own time
• Punctual, persistent, a problem solver, timely, and creative
• Ability to work successfully with artists and volunteers and to manage events in a calm and professional manner
Preferred
• Fluency in Spanish speaking and writing, other foreign language skills a plus
• Knowledge of orchestral and chamber music repertoire
• Understanding of social service community in Orange County

Supervisory Responsibility: Responsible for supervising adult and high-school age volunteers at all events and Symphony musicians at off-site events
Schedule and Location: This year-round position requires an average of twenty hours a week, mostly in-office, with occasional off-site event occurring during the work day, evenings, and weekends. Coordinator is also required to work five Saturday morning concert events each season. Work schedule may occasionally require up to thirty hours a week.

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Job Duties and Responsibilities:

• Work with Executive Director to develop vision and strategy for marketing and promotion of all SHCS events.
• Identify, develop, and maintain strategic partnerships and promotions with media sponsors, community partners, corporate and retail partners, securing their cooperation, support, and action to enhance SHCS marketing and public relations efforts.
• Head up grassroots efforts: develop and oversee execution of comprehensive plans for individual concerts, series, seasons, and special events as appropriate.
• Ensure a dynamic presence on Facebook and other social media outlets. Facilitate two-way conversations between SHCS and the audience.
• Develop and execute promotional agreements with partners, overseeing all details from contract administration to fulfillment.
• Act as brand ambassador for SHCS and represent institution in public and at events as directed and appropriate.
• Plan and oversee execution of events ranging from educational activities to receptions.
• Coordinate placement and distribution for brochures, advertisements, newsletters, program books, posters, presentations, signage, and promotional materials
• Monitor impact of all promotions on an ongoing basis to aid in future promotion development.Identify and leverage outreach and group sales opportunities.
• Stay informed of trends, innovations, and changes that may inspire promotion opportunities.
• Attend all SHCS concerts assisting with front of house/ticketing and acting as liaison to the media and the public.
• Perform other duties as assigned by the Executive Director and Director of Operations.

Requirements:

• 1-3 years of experience in marketing, promotions, or public relations
• Bachelor’s degree required or equivalent experience
• Excellent written and verbal skills; experience writing copy a very strong plus
• Well-versed in social media and grass roots
• Proficiency in the use of computers for email, word processing, databases, and other applications including a working knowledge of Word, Excel, and Adobe.
• Attention to detail with ability to multi-task and execute plans effectively.
• Strong organizational skills, with the ability to work under pressure and with competing priorities.
• Ability to work both independently and as part of a team.
• A sense of humor and the ability to work with a variety of personalities are highly desirable
• Background in or knowledge of classical music a very strong plus

Primary Duties

Fund Development

• Research and recommend new and continuing funding opportunities, including, but not limited to, foundations, government, corporations and matching gift programs
• Generate fund development proposals to foundations and corporations, and prepare supplemental materials and documents for prospective contributors
• Process incoming charitable contributions; coordinate with Support Kansas City to ensure accuracy in database entry and integrity
• Generate and mail acknowledgement letters to all contributors; manage all reporting to foundations and government agencies
• Manage annual appeal mailings and acknowledgements
• Maintains calendar of all development initiatives including grants, appeals and other activities
• Assist in planning for special contributor-related initiatives including receptions, events, directed communications, etc.

Program

• Research and seek out past program participants (alumni)
• Recreate and build alumni records within database
• Attend and assist at concerts, rehearsals, auditions and other events as requested
• Assist in planning for special program-related initiatives including alumni functions, reunions, open forums and other events

Administrative

• Assist in maintaining database entries, primarily alumni and contributors
• Attend Board meetings and assist by taking minutes to be approved by the Executive Director and the Board President
• Prepare meeting agenda packets for distribution in advance of Board meetings
• Perform other duties as assigned

Desired Qualifications

• Bachelor’s degree required, previous experience within a non-profit environment preferred (as a professional or as an intern)
• Accountable and professional
• Excellent interpersonal skills; excellent oral and written communication skills
• Ability to initiate relationship-building calls to prospective and past constituents
• Sense of humor and flexibility
• Advanced computer abilities in Microsoft Excel, Microsoft Word, Microsoft Publisher, Adobe Acrobat, database management; strong working knowledge of general database management principles

Compensation/Workload

This position is slated for 20 hours/week (flexible structure of hours/days, M-F between the hours of 9 -5 with the possibility of minimum evening and weekend hours to be comped from within the routine workweek).
Compensation is $17/hour.

The ideal candidate is creative, passionate, and open to learning. H/she will have a commitment to performing arts and must embrace an “out-of-the-box”, edgy, non-traditional approach to opera production and marketing. H/she is enthusiastic, resourceful, and will be vigorous in creating and implementing LBO marketing and public relation programs and events. The candidate must be able to work collaboratively as part of a small, young team.

Working with the LBO’s Artist/General Director (A/GD) and Marketing/Public Relations Manager the MA’s Primary Responsibilities encompass helping implement strategies:
• Maximizing earned income revenue by developing and executing strategic and comprehensive annual and multi-year marketing and public relations campaigns
• Managing major growth in audience size among subscribers and single ticket holders
• Managing the effective growth and evolution of the LBO brand both locally and nationally
• Developing community relation opportunities to further advance LBO’s mission and contribute to LBO’s public image
• Providing clear, accurate verbal and/or written reports to LBO’s A/GD and Marketing/PR Manager
• Assisting in the hiring of marketing intern/student workers
• Developing and implementing activities related to all press relations including creation and distribution of press releases and materials.
• Fostering productive relationships with members of local, regional, and national media, emphasizing those that cover the arts and opera
• Securing reviewing press coverage from local, regional, and national sources as well as previewing and listings in all forms of media
• Coordinating all promotional events and activities, press conferences, and audience development
Responsibilities may include other related duties as requested or assigned.

Qualifications:
• Bachelor’s Degree in Communications, Marketing, Public Relations, Journalism or related field
• Experience in Marketing/Public Relations preferred
• Candidate should be proficient in all MS Office programs
• Excellent verbal and written communication and relationship building skills
• Helpful but not essential skills include a working knowledge of design and printing principles, ticketing systems, and database management principles.

Compensation:
Position is available now on a part time basis (20hrs), with possible full-time employment on a later date.

JOB SUMMARY

The Personnel Manager is responsible for administering orchestra musicians. This includes enforcing the musicians’ work contract, preparation and maintenance of payroll and other records plus scheduling of musicians. The Personnel Manager serves as a liaison between the conducting staff and musicians and the management and musicians. The Personnel Manager will be expected to attend all morning and afternoon rehearsal services along with evening sound check rehearsals and performances.

HOURS AND COMPENSATION

1. Liberal flextime policy to work either from home or the office for non-service related work.
2. Compensation is commensurate with background and experience.

KEY RESULT AREAS

Orchestra Personnel

1. In conjunction with the Artistic Director, maintain select list of players suitable for hire as extras or substitutes.
2. Secure from Artistic Director instrumentation needs of each piece performed.
3. Hire extra and substitute musicians, consistent with orchestra’s artistic standards and Artistic Director’s guidelines, as necessitated by repertoire and player absence.

Rehearsals

1. Arrive at all service venues early to check all preparations, inform orchestra personnel or stage technicians of any last-minute changes.
2. For rehearsal venues, coordinate with venue managers to make certain the location is ready and meets musician contract guidelines.
3. Provide five-minute call for rehearsals and notify conductor of the start and close of rehearsals.
4. 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, musicians’ work contract; communicate such events to the Artistic Director as soon as possible for collaboration and final approval of action to be taken.
5. Coordinate changes in seating, on-call musicians, and engagement of last-minute substitutes due to unscheduled absence or tardiness.
6. Make personnel announcements at rehearsals as required.
7. Monitor recording sessions; ensure that all recording and broadcast contracts that govern these sessions are followed.
8. Coordinate with rehearsal venues and musicians to arrange for delivery and/or storage of large instruments.

Scheduling

1. Prepare master schedule consistent with provisions of the musicians’ work contract and individual musicians’ contracts.
2. Recommend schedules to Artistic Director with supporting documentation consistent with musicians’ work contract, individual contracts, repertoire, and Organization artistic standards.

4. Advise Artistic Director regarding schedules and conditions for home services, tours, and run-outs.
5. Assist guest artists with travel and lodging arrangements.

Work Climate

1. Assist in drafting modifications to work rules under the direction of the Artistic Director.
2. Advise the Artistic Director regarding the interpretation of and adherence to all contracts consistent with general professional orchestra practice, the musicians’ work contract.

Payroll

1. Provide necessary documentation to accountant in order to ensure that rostered, extra, and substitute musicians receive timely and accurate compensation; track payroll variations and other miscellaneous payments.
2. Complete attendance sheets for each service.
3. Secure all necessary signature approvals for personnel payment; ensure timely distribution of checks; resolve all financial discrepancies with accountant.

Administrative/Budgeting

1. Provide accountant with personnel list and corresponding attendance records for concert programs.
2. Research special projects as requested by the Artistic Director.

OPERATING ENVIRONMENT, FRAMEWORK & PROCEDURES

1. Will work in an environment where processes and procedures need to be established and documented. S/he will be responsible for establishing such systems for the position that will align the operational business plan with the organization’s vision and mission.
2. Must be available for evening and weekend hours as necessary.
3. Must own smartphone with data plan capable of sending and receiving email and text messages.
4. Must provide own transportation to all services in the Greater Chicagoland area.
5. Must have computer or laptop for remote record keeping and communication work.

COMMUNICATIONS AND WORKING RELATIONSHIPS

Internal

1. Senior Orchestra Leadership: Artistic Director and board members.
2. Indirect Production Personnel: webmaster, accountant, and administrative staff.
3. Artistic leaders: Guest Conductors and soloists.
4. Artistic staff: Musicians and guest artists.

External

1. Venue Management and production crew.
2. Contracted stage crew as needed.
3. Recording and broadcast engineers along with related crew.

PROBLEM SOLVING & COMPLEXITY

1. Establishing a system of process and procedures for the Orchestra Operations, Personnel department that align the operational business plan to the organization’s vision and mission.
2. Adhere to financial budgeting limits prescribed in all areas of responsibility, including audition expenses, doubling fees, extra players, overtime, premium pay, etc.

DECISION MAKING AUTHORITY & RESPONSIBILITY

1. Log significant events in connection with rehearsals or concerts such as complaints, tardiness, and failure to wear appropriate dress, general deportment, and HVAC problems.
2. Maintain official rehearsal clock.
3. Start and stop all services and scheduled breaks in accordance with the musicians’ work contract.

KNOWLEDGE, SKILLS & EXPERIENCE

Skills

1. Proficiency in Microsoft Word and Microsoft Excel.
2. Strong interpersonal and verbal communication skills essential along with concise writing proficiency.
3. Proven problem-solving skills in high-pressure environment.
4. Proven performing arts administration experience in orchestra personnel.
5. Special consideration given to candidates with experience in open source content management systems.

Experience

1. Prior orchestra experience required; or relevant combination of education and/or training and experience.
2. Special consideration given to candidates with ability to read music and a thorough knowledge of Baroque orchestral repertoire and instrumentation.

About Baroque Band

Founded in 2007, Baroque Band has rapidly established itself as one of America’s most exciting period-instrument orchestras. Based in Chicago, IL the ensemble was hailed by the Chicago Tribune in 2009 as one of the top ten most important happenings of the decade in Chicago classical music, and picked by the BBC Music Magazine as one of America’s foremost period-instrument ensembles, Baroque Band is now an established and celebrated part of Chicago’s cultural life.

The successful candidate will have superb organizational, interpersonal, and communication skills, strong computer proficiency, and meticulous attention to detail. It is critical that he/she has the energy and flexibility to work efficiently in a fast-paced environment, prioritize tasks effectively and execute projects to the highest level possible. Reliability, promptness and a respect for sensitive or confidential information is required. Additionally, the candidate will have knowledge of orchestral repertoire. This position requires office hours and attendance at performances and rehearsals (including evenings and weekends).

Salary commensurate with experience

Under the artistic leadership of Music Director Andrew Constantine, the Fort Wayne Philharmonic is the premiere arts organization in northeast Indiana. Celebrating our 67th season, the Fort Wayne Philharmonic performs 420 concerts each year throughout our 13 county service area.

Operating on a $4.5 million budget with a $12 million endowment, the Philharmonic employs 41 full time musicians on a 39-week season. The orchestra is supported by 14 full time and 7 part time staff members and a board of 39.

The Assistant Stage Manager is a vital member of the Operations Team and is primarily responsible for assisting in all production details related to Pacific Symphony. The Assistant Stage Manager reports to the Production Stage Manager.

DUTIES/MAJOR FUNCTIONS

• Coordinate all truck rentals;
• Hire and manage all casual labor crews;
• Provide Production Stage Manager contact information for all casual labor;
• Responsible for all truck loads and unloads;
• Assist with concert timings;
• Responsible for all soloist and/or orchestra hospitality, including cleaning towels and providing water for guest artists and conductor as needed;
• Assist Production Stage Manager in scheduling;
• Work with Production Stage Manager to contact vendors to obtain quotes for needed goods, services, and personnel. Coordinate the delivery of goods and hiring of extra technical personnel needed;
• Troubleshoot Pacific Symphony equipment difficulties as needed. Arrange for repair of non-functioning equipment;
• Research and recommend equipment purchases for the Pacific Symphony and work with the Production Stage Manager to determine budgets needed for said items;
• Responsible for the Pacific Symphony Warehouse organization and cleaning;
• Ensure all road cases are loaded and organized before each load out;
• Assist the Pacific Symphony percussion section with set-ups and tear-downs;
• Manage operation of rehearsals, concerts and special events involving the Pacific Symphony, working closely with VP of Operations, Director of Operations, Production Stage Manager, Personnel Manager, and Librarian to organize all requirements for productions;
• Coordinate all Family, Youth, and Symphony in the Cities show needs and stage manage services related to these events;
• Coordinate all Chamber Music show needs and stage manage services related to these events;
• Assist the Production Stage Manager with additional tasks as requested;
• Other duties as needed as they relate to Pacific Symphony.

QUALIFICATIONS

• Meticulous attention to detail;
• Ability to handle diverse, demanding, and varying workload;
• Ability to remain flexible in quickly changing circumstances;
• Desire to work with guest artists, conductors, and musicians and to provide the best customer service possible to all;
• Ability to interact effectively with Music Director, musicians, stage crew, guest artists, personnel manager, librarian, staff, and volunteers;
• Willingness to work nights and weekends;
• Must be able to work long hours when needed;
• Must be a team player;
• Must maintain professional standards while working with highly confidential information;
• Ability to maintain a sense of humor when the going gets tough

COMPENSATION

This position is part time (approximately 20-25 hours per week) and is paid hourly with limited benefits.