Milwaukee Symphony Orchestra Seeks Artistic Operations Coordinator
TITLE: Artistic Operations Coordinator
DEPARTMENT:Operations and Artistic
REPORTS TO: Vice President of Artistic Planning and Operations
STATUS: Full-time; exempt
REVISED: June 2018
ORGANIZATION PROFILE: The Milwaukee Symphony Orchestra (MSO) is the largest cultural organization in Wisconsin performing over 135 concerts each season. Since its inception in 1959, the orchestra has received critical acclaim for artistic excellence and the organization as a whole has been a leader in musical education and technology. The MSO is a cultural cornerstone as it provides enrichment and education activities for audiences of every age, economic status, and background. Excitingly, the MSO is preparing to own and control its own home for the first time in history by renovating and moving into the Grand Theatre in 2020.
JOB PURPOSE AND REPORTING STRUCTURE: An integral member of the artistic and operations team, the MSO’s Artistic Operations Coordinator provides the best possible service to conductors, guest artists and their management. Additionally, it supports the MSO musicians and staff by providing logistical and communications support. The Artistic Operations Coordinator works at venues during the majority of MSO rehearsals and performances, in the staff offices for meetings and administrative responsibilities, and in their car as needed to provide transportation and other services. To provide this world-class support, individuals in this position must exhibit a high degree of emotional maturity, flexibility, and discretion.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The Artistic Operations Coordinator is expected to be responsible for the following duties, as well as additional ones, as assigned:
Work with artistic and operations departments throughout the development of season
schedules and rehearsal orders; communicate program information to staff according to
Work with the Vice President of Artistic Planning and Operations to develop and maintain
artistic budgets; track day to day expenses; update forecasts and review actuals accounting; complete check requests and credit card coding.
Schedule meetings and take notes as directed, including meetings with the Artistic Liaison Committee, Player’s Council, and Season Planning.
Document and maintain records of artist contacts, contracts, and information with electronic database (ArtsVision) and file systems; provide information as needed to other departments.
Proofread all materials containing program information (including concert programs and advertisements) about Music Director or guest artists and conductors.
Assist with production of annual orchestra calendar.
Perform data entry and letter writing.
Issue contracts and coordinate schedules with artist managements as requested by the
Vice President of Artistic Planning and Operations. Distribute contract riders and rehearsal orders to MSO staff. Coordinate with the Finance department for timely payment of artist fees.
Ensure that accurate, complete artist files and records are maintained.
Cultivate strong and positive relationships with artists and their agents.
Create and facilitate itineraries and travel arrangements for all guest artists and
conductors; provide up-to-date listings of artist dressing room, ticket needs and itineraries.
Set up dressing rooms including food and amenities; provide or coordinate local ground
transportation as needed.
Assist in securing guest artists and coordinating logistics for educational and community
Maintain relations with local hotels; secure guest artist reservations and negotiate rates at
Book air and ground travel for guest artists as needed.
Coordinate and perform artist duty and rehearsal duty.
Coordinate/escort artist(s) to appearances at Education, Development and Public Relations
events as needed.
Prepare and implement supertitles as directed.
Schedule radio interviews for the MSO’s Radio Broadcast Series with Classics guest artists and conductors, and MSO musicians. Distribute recordings for approval to guest artists and conductors following programs in coordination with MSO Audio and Video Producer.
SUPERVISORY RESPONSIBILITIES: None.
CONTACTS WITH OTHERS: This position interacts with all levels of the organization including MSO staff and musicians, the Music Director, guest artists and their management, community partners, and the public.
EDUCATION AND/OR EXPERIENCE: This position requires a Bachelor’s degree. Basic knowledge of classical music is preferred.
CERTIFICATES OR LICENSES REQUIRED: This position requires a valid Wisconsin Driver's License with a clean driving record and a vehicle.
OTHER SKILLS AND ABILITIES: This position requires the ability to work effectively with musicians, staff, guest artists, presenters, volunteers, and the general public. The ability to act with discretion and handle sensitive, confidential information is a must. This position requires excellent organizational skills, professional email and telephone manner, discretion, ability to manage and prioritize multiple projects at one time, facility in the use of computer programs such as Word, Excel, Outlook, and database software (Access, ArtsVision) and the ability to read music. Knowledge of classical music and artists preferred. This position requires the availability to work evening and weekend hours as needed.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL AND VISION DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Specific physical abilities required by this job include the ability to walk, stand, and move agilely in venues and production spaces; ability to talk and hear; ability to lift and carry up to 25 lbs.; ability to drive a car. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
EQUAL EMPLOYMENT OPPORTUNITY
It is the policy of the Milwaukee Symphony Orchestra to employ the most qualified person available for a job. This policy recognizes individual differences and the specific demands of each position. The MSO has a firm commitment to extend equal opportunity for employment and promotion to all people without regard to age, race, creed, color, disability, marital status, sex, national origin, ancestry, sexual orientation, arrest or conviction record, military service or any other characteristic prohibited by law except where a bona fide occupational qualification precludes employment.
AMERICANS WITH DISABILITIES ACT
The MSO complies with all provisions of the Americans with Disabilities Act and Accommodation of Disabilities. This means that we do not discriminate against any qualified individual with a disability in any phase of the employment relationship to include: application for employment, recruitment, hiring, promotion, and/or advancement in employment, compensation, training opportunities or other terms, conditions or privileges of employment. The MSO believes in and practices equal employment opportunities for all employees and applicants for employment. Managers and supervisors are responsible for implementation of this policy. All questions about this Act should be discussed with the Human Resources Manager.
COMPENSATION: Salary will be commensurate with experience as appropriate. The Artistic Operations Coordinator is entitled to all benefits available to full-time employees including health, dental, life and long-term disability insurances and eligibility to participate in vision insurance, flexible spending account plans, and staff retirement savings plans.
TO APPLY: Please send cover letter and resume to Bret Dorhout, Vice President of Artistic Planning and Operations at email@example.com.
The above is representative of the position; there may be other activities or responsibilities required which are not listed. This does not constitute a contract with any person in any position.