Artistic Operations Manager

TITLE:                   Artistic Operations Manager

REPORTS TO:      President & CEO

POSITION DESCRIPTION: Full Time; Varied schedule based on programming. Requires some weekends and other weeknights for rehearsals, concerts and events. This job description may be amended to remain consistent with the needs of the Association at the discretion of the President & CEO.

COMPENSATION: $38,000-$46,000/year dependent on experience. This position receives 20 days of PTO yearly. CSOA covers 50% the cost of a single rate policy for Health and Vision insurance, 85% of Dental coverage and 100% Disability and Life insurance. CSOA will match up to 1% of an employee’s salary if they contribute to a 403(b) account and employees can elect to have a Flex Spending Account (FSA).

SUMMARY DESCRIPTION: The Artistic Operations Manager is responsible for ensuring that the scheduling and production of all orchestra events (concerts, rehearsals, tours, run-outs, special events) run smoothly, effectively, and in a financially responsible manner. The Artistic Operations Manager also functions as Personnel Manager and as a liaison between the orchestra and the rest of the Association and is responsible for carrying out many provisions in the master agreement.

CONCERT PRODUCTION

• Plan and administer all concert production activities, including facility scheduling and rental, equipment rental, staging requirements, and other logistical arrangements
• Hire all musicians for ensemble services and determine rehearsal needs and logistics for performances
• Coordinate activities with library (securing music purchases and rentals), orchestra personnel, and artistic staff
• Supervise orchestra setup for rehearsals and concerts and coordinate with Guest Conductor/Music Director regarding special setup requirements
• Serve as the guest artist liaison managing housing, travel schedules, riders and any other needs of visiting guest artists
• Arrive backstage early to check all preparations, inform orchestra personnel or stage technicians of any last-minute changes, and determine the actual starting time of concerts
• Confirm arrangements with recording engineer for any taping of concerts
• Organize and produce all orchestra tours and run-out concerts.

ADMINISTRATION

• Prepare and help determine a feasible master schedule for the orchestra by working with President & CEO and Guest Conductor/Music Director to achieve artistic goals while maximizing services for financial benefit and upholding the requirements of the master agreement
• Assist President & CEO in developing and monitoring budgets for all production and touring activities while maintaining artistic integrity and upholding the master agreement.
• Manage procurement and inventories of supplies (earplugs, sound shields, etc.), music licenses, equipment, and services for operational purposes while also booking space for special performances
• Serve as part of senior management team to assist the President & CEO in setting and implementing administrative and artistic policies established by the Board
• Work closely with President & CEO, Artistic staff, and other designated staff in long-range planning for the Association; prepare budget projections as needed
• Provide personnel list for concert programs
• Manage CSO recordings and Private Use agreements with guest artists and CSO musicians

MASTER AGREEMENT/CONTRACTS

• Serve as a member of management's negotiating team for collective bargaining agreements
• Research specific issues as requested by the negotiating team; determine impact of proposed changes
• Propose changes to agreements and strategies for achieving and implementing those changes
• Interpret, implement, and uphold terms of the master agreement and other collective bargaining agreements; research background and precedent where discrepancies in interpretation occur
• Incorporate new terms of agreements in all scheduling and logistical planning; monitor compliance
• Prepare individual musician contracts and as requested by the President & CEO, assist in the negotiation, creation, execution and implementation of guest artists contracts

PERSONNEL MANAGEMENT: The Artistic Operations Manager is also responsible for administering the personnel of the orchestra. The Artistic Operations Manager serves as a liaison between the conducting staff and musicians; the administrative staff and musicians; and the management and musicians' union.

• Prepare the schedule for the season to send out with contracts and update changes to it to affected musicians.
• Work with the librarian and Guest Conductor/Music Director on instrumentation needs of each piece performed
• Maintain select list of players suitable for hire as extras or substitutes
• Hire extra and substitute musicians, consistent with orchestra's artistic standards and Guest Conductor/Music Director’s guidelines, as necessitated by repertoire and player absence
• Meet with the Orchestra Committee to share information and discuss issues of concern; respond to orchestra member requests for information on scheduling and working conditions and follow up on all requests in a timely manner to help promote positive relations between the musicians and the Association
• Ensure best possible physical working conditions for the orchestra in all situations

ORCHESTRAL SERVICES

• Provide five-minute call for rehearsals and notify the conductor of the start and close of rehearsals.
• Log significant events in connection with rehearsals or concerts such as complaints, tardiness, failure to wear appropriate dress, general deportment, and HVAC problems.
• 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, master agreement, and Association's standards; communicate such events to the President & CEO as soon as possible for collaboration and final approval of action to be taken.
• Coordinate changes in seating, on-call musicians, and engagement of last-minute substitutes due to unscheduled absence or tardiness.
• Make personnel announcements at rehearsals as required.
• Complete attendance sheets for each service.
• Ensure that contract musicians and extra and substitute players receive timely and accurate compensation, track payroll variations including doubling, extra services, overtime, extra and substitute players, and ensemble payments.
• Secure all necessary signature approvals for personnel payment; ensure timely distribution of checks; resolve all financial discrepancies with the Finance Director.
• Monitor recording sessions; ensure that all recording and broadcast contracts that govern these sessions are followed.
• Submit EPW (pension) requirements to the Finance Director

AUDITIONS: Coordinate the audition process for the replacement or addition of contract orchestra musicians by:

• Secure candidate requirements, audition schedules, music selections and forwarding information to candidates
• Initiate appropriate recruiting strategy (such as placing ads, phoning candidates, maintaining and updating candidate lists, and providing solicitation letters)
• Coordinate SOPA audition listening with tenured contract musicians according to the master agreement
• Schedule auditions, consistent with past practice, appropriate laws, management standards, and the master agreement and coordinate candidate schedules among the audition committee, and staff
• Conduct actual auditions, greet candidates and appropriately represent the Association, record the results, and communicate decisions to candidates