Full-Time Orchestra Manager/ Music Librarian
The Los Angeles Youth Orchestra (LAYO) is a 501(c)(3) non-profit music education organization comprised of students from 8-18 years old who reside in the greater LA area. LAYO consists of two orchestras, Concert (intermediate) and Symphony (advanced), and a Contemporary Adventure Ensemble (advanced) led by Artistic Director and Conductor Russell Steinberg.
LAYO rehearses on Sunday afternoons from August through November and January through April at the Encino Community Center in Los Angeles, with concerts in November and April. Additional rehearsals occur as needed for tours, special events and salons.
The Orchestra Manager will work closely with the Artistic Director and Executive Director and is required to attend all Sunday rehearsals, auditions, staff meetings, and concert performances (at least 4 per year). Candidates should have a college degree or equivalent work experience, orchestral background as musician or administrator, music librarian skills, excellent organizational and administrative skills, knowledge of Filemaker or willingness to learn, exceptional interpersonal and communication skills, proven track record of attention to detail and responsiveness, and experience working with students and parents.
Specific duties include but are not limited to:
AUDITIONS Organizing, publicizing and scheduling auditions, including Identifying specific instrument needs, contacting teachers for referrals, advising prospective students wishing to audition, overseeing audition day room setup, check-in and logistics, and preparing audition and sight-reading excerpts.
REHEARSALS and CONCERTS Organize, manage, and be present at all orchestra rehearsals, concerts and tours. Manage season schedule by creating calendar for all rehearsals, concerts and parent/coach meetings a year in advance with the Artistic Director. Create stage plot for rehearsals and concerts and oversee set-up and breakdown at each rehearsal and concert. Create full orchestra rosters and sectional rosters, record weekly student attendance in both sectionals and tutti rehearsals, and enforce rehearsal absence policy. Hire photographer and audio engineer for concerts and events as needed.
COMMUNICATIONS Oversee communications to and from current and prospective students, and parents, staff, coaches and teachers regarding auditions, music, tuition, forms, rehearsals, concerts, absences and other issues, including management of the orchestra email account, orchestra website contacts and inquiries, and returning phone calls.
ADMINISTRATION Manage all student information by creating and collecting parent/ student contracts and health forms, maintain orchestra databases and contacts in FileMaker and Gmail, track absences and keep website updated with all current information regarding rehearsals, concerts, student rules and regulations and forms.
MUSIC LIBRARY AND ARCHIVES Manage all music librarian duties including preparing all parts and scores for each semester according to repertoire chosen by Artistic Director, uploading all music to website for rehearsals and auditions, printing larger scores for rehearsals, arranging rentals from publishers as necessary, maintaining and organizing Filemaker Music Library and physical music library materials. Maintain archive of audio and video recordings as well as photos and concert programs.
RECRUITMENT Schedule and conduct recruiting clinics and presentations at Los Angeles area middle and high schools throughout the year. Cultivate and maintain relationships with music directors of orchestra programs at public and private schools.
SPECIAL EVENTS Schedule and produce chamber music parties for current students and alumni. Oversee performances at special events and salons by forming chamber ensembles consisting of current students, choosing and providing music appropriate for each chamber ensemble and arranging rehearsals in advance of special event performances.
COACHES Supervise coaches and substitute musicians during rehearsals, hire coach substitutes and sub musicians as needed for rehearsals and concerts, track hours for coaches and subs and prepare monthly payment spreadsheets for accountant.
CONCERT PROGRAM Oversee production of concert program, including creating timeline for submissions and proofing, collecting all necessary program info from the students, parents, Board, and staff, collecting artwork for program ads and working with printer on layout.
VOLUNTEERS Oversee and train parent volunteer coordinators and volunteers to assist with tasks at all rehearsals and performances.
NEWSLETTER Create and disseminate bi-monthly LAYO newsletter.
SOCIAL MEDIA Maintain Facebook page and create postings of rehearsals, concerts, special events, salons and tours.
Visit our website for more information: www.losangelesyouthorchestra.org
To apply: Please send cover letter and resume to Laura Kay Swanson at firstname.lastname@example.org.
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