POSITION

Application Deadline
February 28, 2023, 11:59PM
To Apply
Please submit a cover letter, resume, and references via email to Dana P. Baker, executive director, at dana@acadianasymphony.org. No phone calls, please.

POSITION SUMMARY
The Music Librarian is responsible for providing and organizing all of the music needed for performances, and for maintaining the orchestra's library of parts and scores. The Orchestra Personnel Manager is responsible for administering the personnel of the orchestra. This includes application and enforcement of the Master Agreement, preparation and maintenance of payroll and other records, scheduling of Musicians, hiring of substitute and extra Musicians, and coordination of auditions. The Personnel Manager serves as a liaison between the conducting staff and Musicians; the administrative staff and Musicians.
 
JOB DUTIES AND RESPONSIBILITIES
Music Procurement
·       Arrange for the purchase or rental of materials to meet program needs for the orchestra.
·       Take delivery of and track incoming music, pack and ship outgoing music, and maintain shipping records.
·       Check all incoming and outgoing performance materials for condition and completeness.
·       Ensure prompt return of rented or borrowed materials and adherence to copyright laws.
Music Preparation
·       Assist in all aspects of music preparation, including but not limited to editing, proofreading, distribution, and marking string parts.
·       When needed, work with Conductors and soloists to prepare music according to their specific requirements.
·       Review all music to determine if orchestra parts meet acceptable standards: legible parts, adequate rehearsal letters, numbers, measure numbers and page turns. Take the necessary steps to correct problems that potentially could disrupt rehearsals.
·       Ensure that there are enough parts; provide parts sufficiently in advance to the Concertmaster and other designated string principals for bowing and pre-rehearsal practice. The standard minimum time for materials delivered to the Concertmaster should not be less than 6 weeks prior to the first rehearsal, but any materials readily available should be passed on at the earliest reasonable time. Materials for Chamber Music concerts featuring the Musicians in soloist parts should also be made available at the earliest reasonable time and no less than two months prior to the first rehearsal.
·       Ensure that bowings, rehearsal letters/numbers, and measure numbers are compatible between the Conductor's score, Concertmaster bowings and the players' parts.
·       Assemble and arrange music in orchestra folders.
Concert/Rehearsal Duties
·       For assigned rehearsals and concerts, arrive one hour early to execute any changes in bowing, stage set-up, etc. Ensure that all Musicians have music and, if not, provide alternative. Collect and store all music at conclusion of service.
·       Distribute and collect music at concerts and rehearsals; assist Music Director and Musicians with needs related to printed music.
·       Provide 5-minute call for rehearsals and notify Conductor of the start and close of rehearsals. Take attendance and ensure that all musicians are seated 5 minutes prior to the start of rehearsal.
    •    Monitor, log and discuss with the Music Director all 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 Music Director as soon as possible for collaboration and final approval of action to be taken.

·        Bring and set up the official orchestra clock within view of the Music Director and Musicians. Monitor breaks, announce a 5-minute warning for the conclusion of the break, as well as announcing the end of the break. Notify the Music Director that rehearsal time has expired if needed.
·       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.
Orchestra Library Maintenance
·       Maintain the orchestra's collection of scores and parts; repair and maintain music and folders.
·       Catalogue and file music purchased for the orchestra library, maintain accurate inventory, and ensure adequate security.
·       Track all items borrowed from the library, i.e. individual parts, scores, reference materials; ensure their timely return.
Orchestra Personnel
·       Secure from librarian instrumentation needs of each piece performed.
·       Coordinate and maintain select list of players suitable for hire as extras or substitutes.
·       Hire extra and substitute Musicians, consistent with orchestra's artistic standards and Music Director's guidelines, as necessitated by repertoire and player absence. 
Scheduling
·       Prepare master schedule to be consistent with provisions of the master agreement and individual Musicians' contracts.
·       Recommend schedules to Music Director with supporting documentation consistent with master agreement, individual contracts, repertoire, and Association artistic standards.
Work Climate
·       Advise Music Director and Operations Manager regarding schedules and conditions for home services, tours, and run-outs.
·       Participate in selected planning meetings regarding the negotiation of the Master Agreement.
·       Advise the Music Director regarding the interpretation of and adherence to all contracts consistent with general professional orchestra practice, Association policy, the Master Agreement, and individual Musicians' contracts.
Auditions
·       Coordinate the audition process for the replacement or addition of permanent orchestra Musicians.
·       Secure candidate requirements, audition schedules, and music selections from Audition Committee chairman.
·       Initiate appropriate recruiting strategy (such as placing ads, phoning candidates, maintaining and updating candidate lists, and providing solicitation letters).
·       Forward audition information to candidates.
·       Schedule auditions, consistent with past practice, Audition Committee instructions, appropriate laws, management standards, and the master agreement.
·       Coordinate candidate schedules among the Audition Committee, Music Director, and staff.
·       Conduct actual auditions, record the results, and communicate decisions to candidates. 
Administrative
·       Provide instrumentation requirements, and other information to staff on request 
·       Maintain accurate orchestra performance records.
·       In collaboration with the Music Director, prepare annual library budget.
·       Review and process all payments for music and supplies.

·       Create payroll for each concert (approved by the Music Director) which will include docked amounts as applicable.

·       Provide personnel list for concert programs.
·       Assist Music Director annually in preparation of individual Musician contracts.
·       Research special projects as requested by the Music Director.
·       Ensure that Musicians and extra and substitute players receive timely and accurate compensation; track payroll variations including doubling, extra services, overtime, extra and substitute players, and small ensemble payments.
·       Secure all necessary signature approvals for personnel payment; ensure timely distribution of checks; resolve all financial discrepancies with the Executive Director.
Other
·       Maintain a current file of publisher catalogues, research availability and cost of music to be ordered.
·       Report music lost or damaged to the Executive Director.
·       Prepare music for all auditions.