Assistant Orchestra and Musician Advancement Manager

Job Description

POSITION SUMMARY

The Assistant Orchestra and Musician Advancement Manager works closely with and provides administrative assistance to the Associate Dean of Visiting Faculty and Orchestra Manager. The position assists with logistical planning and execution of New World Symphony (NWS) Fellowship activities in collaboration with the Musician Advancement Team.

DUTIES AND RESPONSIBILITIES

Develop and maintain excellent communications and harmonious professional relationships with NWS staff, Fellows, substitutes, supplemental musicians and guest artists

Uphold policies and procedures as defined in the NWS Fellowship Program Handbook

Coordinate the substitute (sub) and supplemental (supp) musicians needed for each orchestra cycleUtilize the official NWS Substitute Musician List to secure the necessary sub/supp musicians for each concert cycle

Manage travel and accommodation arrangements, liaising with Facilities department

Communicate pertinent information to sub/supp musicians prior to their arrival

Maintain accurate records to ensure sub/supp players receive payment

Manage orchestra-related activities during rehearsals and performances, including documenting musician attendance, addressing any musician-related issues, and performing other backstage responsibilities as needed

Distribute up-to-date information to musicians via bulletin boards, email blasts, SharePoint, and other institutional communication platforms

Assist the Associate Dean of Visiting Faculty and Orchestra Manager in managing contact databases, musician time off requests, SharePoint files, and other data related to the NWS Fellows and substitute/supplemental musicians

Answer questions/interact with guest soloists, conductors, and visiting faculty members regarding rosters, rehearsal schedule, etc.

Musician Advancement (MA)

Coordinate sign-ups, assignments, and feedback forms for MA events

Provide calendar invitations and logistical details to assigned Fellows for MA events

Process MA payables

Assist with staffing necessary in-person events

Assist with occasional catering/logistics for the Fellows and room setup request needs

Share in administrative responsibilities of facilitating weekly department meetings and organizing departmental storage and filing systems (occurs on a rotating basis for all MA team)

Perform other job-related duties as needed