Position Description: The Director of Operations is responsible for ensuring that the scheduling and production of all orchestra events, (concerts, rehearsals, tours, run-outs, and special events) run smoothly, effectively and within the established and approved budget. Additionally, s/he serves as the administrator for the personnel of the orchestra. This position oversees the work of the orchestra librarian, stage crew and production companies.
Duties and Responsibilities:
Plan and administer all concert production activities of the orchestra, including facility and equipment rental, staging requirements and other logistical arrangements.
Coordinate activities with the library, orchestra personnel, production, and artistic staff.
Supervise orchestra set up for rehearsals and concerts. Coordinate special set up requirements and arrangements with the Music Director.
Be on hand, backstage well in advance of all rehearsals and concerts, fielding any last-minute changes or arrangements.
Organize and produce all orchestra tours and run-out concerts.
In consultation with the Director of Education, ensure proper set up and arrangements for all SBSO Ensemble rehearsals and performances.
Ensure all proper working conditions are in accordance with the Master Agreement.
Review and distribute all guest artist technical riders to the responsible parties and ensure the execution.
Arrange for guest artist hospitality, including airport pick up and drop off and local transportation.
Prepare the orchestra’s master schedule in consultation with the Executive and Music Directors to achieve artistic and financial goals, in compliance with the requirements of the Master Agreement.
Determine schedules for special events such as tours, run-outs, recordings, and outreach programs.
Book necessary facilities.
Maintain Orchestra Personnel Contact Database.
Maintain seating roster for each series (Masterworks, Chamber, Pops, Family)
Schedule and oversee auditions.
Produce and distribute individual musicians’ contracts, in compliance with the terms of the Master Agreement.
Track fulfillment of guaranteed services for orchestra and ensemble services.
Ensure that all positions are filled for each concert or ensemble performance, hiring substitutes, as necessary.
Maintain substitute list in consultation with the principals and Music Director.
Produce and assure timely distribution of rehearsal and concert schedules to all musicians.
Track attendance, tardiness, dress code and deportment of musicians.
Track all disciplinary actions pertaining to musicians.
Respond to conductor and musician requests and issues arising in the course of performing services.
Arrange housing for all musicians.
Ensure that all musicians have filled out required paperwork and are legally eligible to work.
Distribute, collect and review orchestra pay vouchers. Ensure correct calculation of doubling, mileage, per diem, overtime and extra services.
Develop and monitor production and personnel budgets for the season.
Hire, train, manage and evaluate performance of all production staff.
Serve as a part of the senior management team to assist the Executive Director in setting and implementing administrative and artistic policies established by the Board.
Serve as a key management member of the Master Agreement negotiations team.
Research specific issues as requested by the negotiating team; determine financial impact of proposed changes.
Ensure accurate and clearly articulated interpretation of the Master Agreement and all other collective bargaining agreements.
Serve as a liaison to recording engineers.
Serve as liaison to the IATSE (stagehands union).
Coordinate with Development, Marketing and Public Relations staff/departments for special projects involving the use of the auditorium, stage crew and/or orchestra members.
Oversee the maintenance, security and upkeep of instruments owned by the organization.
Other duties as assigned by the Executive Director.
Competencies: The Director of Operations must be organized, an excellent communicator, mature and able to work well under pressure. S/he must be able to work within the confines of a budget while understanding and assuring the success of the orchestra’s relationship with organized labor. The Director of Operations must have a flexible schedule and be able to work non-traditional hours. S/he must be a team player, enjoy working with people and able to understand and support performers, staff and volunteers. Previous experience with performing arts organizations is preferred.
Reporting Relationship: The Director of Operations reports to the Executive Director. Compensation and performance will be reviewed annually.
Competencies: The Director of Operations must be organized, an excellent communicator, mature and able to work well under pressure. S/he must be able to work within the confines of a budget while understanding and assuring the success of the orchestra’s relationship with organized labor. The Director of Operations must have a flexible schedule and be able to work non-traditional hours. S/he must be a team player, enjoy working with people and able to understand and support performers, staff and volunteers. Previous experience managing an orchestra is required.
About South Bend Symphony Orchestra
The South Bend Symphony Orchestra (SBSO), led by Music Director Alastair Willis, is Northern Indiana and Southern Michigan’s (Michiana) premier professional orchestra. Presenting 20 orchestral concerts and 54 free ensemble performances each year, the SBSO is widely regarded as one of the finest regional orchestras in the US. Its highly qualified musician pool is drawn from a large multi-state area.
The SBSO is a group 5 orchestra operating on a collective bargaining agreement with the American Federation of Musicians. The Orchestra employs a minimum of 75 per-service contract musicians and holds membership in the Regional Orchestra Players Association (ROPA). A typical performance season includes three main series, including five Masterworks concerts, three Pops concerts; and three Mosaic (chamber orchestra) concerts; two Holiday Pops Concerts; an annual Martin Luther King Day Celebration Concert; four education concerts; one Family Concert; an annual free summer concert at the Chris Wilson Pavilion in Potawatomi Park; and approximately 54 free ensemble performances across the region in schools, libraries, retirement facilities, and community centers. The Orchestra also offers a...n Artist-in-Residence program at a local high school and presents the newly-launched Happy Hour with the Symphony series, featuring performances in non-traditional venues. The Orchestra operates on an annual budget of $1.8 million and has an endowment of approximately $12 million.