Assistant Orchestra Personnel Manager
The Assistant Orchestra Personnel Manager and the Director of Orchestra Personnel of the Detroit Symphony act as liaisons between musicians, the music director, and management. The Orchestra Personnel office maintains all records, charts, correspondence, mailings, etc. related to the Orchestra’s personnel as well as monitor schedules, maintain attendance, and payroll records. The Orchestra Personnel office coordinates all auditions for the Orchestra and hire musicians as needed. Both the Director of Orchestra Personnel and the Assistant Orchestra Personnel Manager are responsible for maintaining adherence to the Collective Bargaining Agreement (CBA) and require knowledge of contract agreements in addition to orchestra policies and procedures, finely tuned communication skills, and discretion in handling confidential personnel matters.
• Manage Auditions. Organize and maintain all audition materials: repertoire and information, Union approval of materials, advertisement and notices, applications and resumes, and information to the candidates, etc. from start to finish.
• Manage technological processes of auditions such as DSO website, online application forms, and audition email account. Manage electronic communications and orchestra surveys, as needed.
• Ensure that auditions run smoothly by overseeing audition logistics, being physically available to assist audition candidates through the process, and providing the OPM detailed information, as necessary, for audition proctoring. Serve as audition proctor as needed.
• Manage auditions for the Fellowship program and track Fellowship activities for current Fellows.
• Work with the DOP in implementing and monitoring various contractual issues and policies such as length and intermissions of services, stage conditions, attendance, seating, posting schedules and official communications, mail and grievances.
• Prepare charts and rosters needed for the performing and rehearsal activities of the Orchestra, including records of seating assignments, split orchestras, string reductions, rehearsal schedules and requests for time off.
• Assist the DOP in maintaining proper instrumentation on stage and recording attendance records of all events.
• Assist in the preparation of payroll information related to the Orchestra and extra musicians involving webcasts and recording sessions, including dues, penalties, pension, and other information necessary for payroll processing.
• Assist in the recording of various contractual benefits, including overtime, move-up, doubling, sick leave, time off, travel time, rotation and seating assignments.
• Share the responsibility of managing rehearsals and concerts with the Director of Orchestra Personnel. With the DOP, monitor all rehearsals and concerts to see that they begin and end properly according to contract rules by applying provisions of the CBA, as appropriate to the circumstances.
• Engage all substitute and extra musicians as needed and notify of all details of schedule, dress, parking, employee paperwork, etc.
• Manage personnel files and databases; personal data, contracts, and payroll/union reports and payments.
• Ensure that auditions run smoothly by managing/attending all auditions, being available to answer questions, and assisting the DOP as necessary.
• Coordinate operational issues with the DOP, Senior Director of Operations and Orchestra Manager, Vice President and General Manager, and Stage Manager.
• Perform other duties as assigned (counselor, fielding musician’s questions, etc.)
• College or Conservatory degree (Bachelor’s equivalent) in Music, Arts Administration or Business Administration required. Master’s degree (or equivalent) preferred.
• Minimum of 2 years orchestra personnel management support or an equivalent combination of education and experience strongly preferred.
• Detailed knowledge of symphony orchestra structure, practices, and repertoire required. Detailed knowledge of classical music and ability to read music is essential.
• Initiative, strong problem resolution and organizational skills, and ability to participate successfully in a fast-paced, constantly changing environment a must.
• Strong communication (written and verbal) and interpersonal skills are necessary. Ability to handle multiple priorities in stressful situations as well as discretion in handling confidential personnel matters is required.
• Must be able to work days, evenings, and weekends as required.
• Ability to operate in a PC network environment and familiarity with Microsoft Office Suite software required. Familiarity with OPAS software is preferred.