TITLE: Operations Coordinator, Civic Orchestra of Chicago
FLSA STATUS: Non-Exempt
DEPARTMENT: The Negaunee Music Institute
Responsible for coordinating operations of the Civic Orchestra of Chicago. Plans production needs for Civic Orchestra and select Civic Fellows rehearsals, sectionals, concerts, meetings, workshops, and other special events. Assists with Civic Orchestra auditions in Chicago. Executes various administrative tasks in support of Civic Regular Members and fellows. Manages auditions, personnel and operations for the Chicago Youth in Music Festival, including the Festival Orchestra. Coordinates the Civic Chamber Music Program, Manages Civic Fellows new music projects, and leads the CSO Young Artists Competition in conjunction with the CSOA League.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Working closely with Civic Orchestra Manager, Civic Fellowship Manager, CSO Stage Manager and Stage Hands, coordinate operations for Civic Orchestra and select Civic Fellows rehearsals, sectionals, meetings, workshops, concerts, and special events, on and off site.
- Attend all Civic rehearsals and concerts attend Fellowship rehearsals and performances when requested. Assist the Orchestra Manager with personnel management and guest conductor hospitality including hiring of substitute and extra musicians, and monitoring attendance at Civic and/or Fellows rehearsals and concerts as requested.
- Manage all aspects of the Civic String Intensive Chamber Music Program. In collaboration with the Director of the Negaunee Music Institute, contribute to planning and operations for Civic Fellows new music projects.
- Lead the CSO Young Artists Competition. Work in cooperation with Director of Donor Engagement, the League of the Chicago Symphony Orchestra YAC Committee, Civic Orchestra Manager, Orchestra Librarian and Stage Hands. Manage League volunteers. Coordinate the creation of marketing materials, revise content on web pages and the application portal. Create preliminary and final round schedules. Act as liaison for judges and arrange hotels, travel, payment and reimbursement. Serve as the primary contact for student participants and their parents.
- Support annual Civic Orchestra auditions and recruitment. Assist with the CSO coach review process and preparation of Get Accepted for online applications and adjudication.
- Coordinate Civic masterclasses given by CSO members, Civic alumni, and/or guest artists, including room setup, communication and Payroll memos. Coordinate mock auditions, including room setup, supervision of proctors, and preparation of music packets for coaches. Hire and supervise Civic musician rehearsal assistants and audition proctors.
- Maintain Civic Alumni database and assist Civic Orchestra Manager and CSO Development with planning and implementation of the Civic alumni engagement strategy.
- Proctor CSO rehearsals that are open exclusively to Civic Orchestra members.
- Carry out various administrative duties related to Civic Orchestra membership and CSO coaches: complete new hire paperwork for Civic members, coordinate Civic complementary ticket requests, assist with maintenance of Civic instrument inventory, coordinate practice room reservations for Civic members, assist with processing of Civic-sponsored visa applications, arrange catering, and process paperwork for guest artist fees and other Civic-related expenses. Support planning for future seasons as requested.
- Perform other duties as assigned.
REPORTING RELATIONSHIPS AND KEY CONTACTS
1. Reports to Orchestra Manager, Civic Orchestra of Chicago.
2. Key contacts include: Civic Orchestra musicians, Guest Conductors & Artists, Stage hands, Civic Library Fellow, CSO musicians, Civic interns, CSO staff from Development, Operations, and PR/Marketing departments, donors, volunteers, area colleges and universities, general public.
KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED:
1. Formal education in music or equivalent experience, and completion of a bachelor’s degree, required.
2. Two to three years’ experience in orchestra management or experience as orchestral musician required.
3. Knowledge of orchestral repertoire, instruments and music/production equipment; ability to read music and full scores required.
4. Excellent written and verbal skills, exceptional detail, organizational and problem solving skills.
5. Ability to manage multiple projects simultaneously and meet deadlines.
6. Ability to function as a strong member of a team.
7. Confidence, diplomacy and sensitivity in communicating with many different internal and external constituencies.
8. Working familiarity with MSWord, Excel, Outlook and Access (or similar data base program).
Pleasant office environment. Significant amount of evening and weekend work required. Lifting and moving chairs, music stands and some percussion equipment will be required on a day to day basis during rehearsal periods.
The Chicago Symphony Orchestra Association is an Equal Opportunity employer which values and encourages a diverse workforce.
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Chicago Symphony Orchestra Association
Human Resources Department
220 S. Michigan Avenue
Chicago, IL 60604
Please send your cover letter, resume and salary history to 312-294-3838.
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