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PRODUCTION COORDINATOR

REPORTS TO: Executive Director
PAY
RATE: $16 per hour
HOURS: 20 per week, flexible (M/T in office), occasional evening and weekend hours for concerts and events
BENEFITS: Paid holidays & sick time, optional retirement plan
START DATE: 7/1/21 or sooner

The mission of the San Luis Obispo Symphony is to support an outstanding community orchestra, to foster symphonic and chamber music education, and to contribute to the cultural and economic vitality of the Central Coast community. 

The Production Coordinator advances the San Luis Obispo Symphony’s mission by:

  1. Contributing to a kind collaborative work environment and staff the office one day a week
  2. Supporting productions through administration
  3. Coordinating personnel and artist relations for concerts and events
  4. Managing the music library
  5. Helping as needed and anticipating the needs of the Executive Director

This position will work two days per week from the office, located at 75 Higuera St, San Luis Obispo, and flexible/remote for the other 2-3 days per week. One day per week is a “team day” and the second day is solo office coverage. Hours are flexible on non-office days. Office hours are M-TH, 10AM-4PM. 

 

Scope of Position

  1. Contribute to a kind, collaborative work environment, and staff the office one day per week
  • Participate in weekly team meetings and one-on-one supervisor meetings
  • Answer and route calls when on office duty
  • Collect and distribute mail
  • Provide customer service for patrons and program participants
  • Inbound and outbound communication through phone and email
  • Event support (including some evenings and weekends)
  • Frequent interaction with coworkers, patrons, program participants, and donors
  • Creative problem solving
  • Cooperative and contributing team player
  • Commitment to equity and diversity
  • Show professionalism, ethical conduct, and represents the Symphony well at all times
  • Demonstrate initiative, objectivity, resourcefulness, dependability 
  • Conserve organization assets and resources 

 

  1. Support productions through administration
  • Venue/Facility scheduling, communication, logistics, contracts, and liaison
  • Compile, update, and maintain the master schedule for each production including rehearsal and recording or performance timings.
  • Assist Stage Manager with set up and take down at rehearsals and concerts as needed.
  • Backstage management during concerts, if needed. 
  • Transport lobby and front of house supplies to and from concerts and events.
  • Perform temperature checks and oversee COVID safety at rehearsals and recording sessions.
  1. Coordinating personnel and artist relations for concerts and events
  • Fulfill guest artist riders and contracts.
  • Arrange for guest artists’ transportation, housing, hospitality, and pay.
  • Arrange for music director or guest conductor housing, travel reimbursement, and any other needs.
  • Assist ED/MD in estimating personnel costs for budgeting purposes.
  • Determine orchestral needs as required by repertoire.
  • Execute orchestral musician performance agreements. 
  • Maintain sub lists as directed by music director and principals.
  • Maintain housing list and coordinate housing for out-of-town artists.
  • Hire substitutes as needed in the manner requested by the Music Director and principals.
  • Work with principals for seating and communicate assignments.
  • Responsible for submitting and distributing orchestra musician payroll including attendance and travel.
  • Coordinate orchestra musician hospitality (lunch, coffee, snacks).
  • Communicate all needed information to musicians before, during, and around concerts.
  • Provide administration and management for auditions.
  • Handle musician concerns/requests, working with the Music Director and Executive Director and Orchestra Advisory Committee (OAC).
  • Monitor and enforce compliance with musician guidelines or policies if approved.
  • As needed, contract musicians for donor events, educational activities, and other services.
  • Compile orchestra list (roster) for program book and website, communicate updates to appropriate staff throughout the season.

 

  1. Manage music library needs
  • Work closely with Music Director in all aspects, and especially discussing editions and providing scores.
  • Maintain the Symphony’s music library, including organizing directory and paper files, and overseeing volunteers.
  • Contract and comply with music rental requirements; take delivery of and track incoming music, pack and ship outgoing music, and maintain shipping records.
  • Borrow music from other organizations when possible; facilitate requests from other organizations to borrow from the Symphony’s library.
  • Double-check parts once they are on hand to ensure all parts are present and instrumentation is as expected.
  • Work with principals to provide bowings in a timely manner.
  • Make edits/cuts in all parts.
  • Distribute music to musicians in a timely manner.
  • Collect music from musicians after concerts and ensure prompt return of rented or borrowed materials.
  • Adhere to copyright laws.
  • Provide titles and composers as they are to be presented in publications, including the program booklet.

 

  1. Help as needed – the all-encompassing “other duties as assigned”
  • Be up for the challenge that working in the performing arts requires.
  • Understand that COVID-19 has created unique challenges for our industry and organization.
  • Demonstrate flexibility, humor, and grace.
  • Lighten the load for team members when and where you can.
  • Be accountable – celebrate success, own up to mistakes, support the team, and accept/ask for help when you need it.
  • Cross train on duties of other positions as requested; occasionally fill in when/where needed during staff vacation or sick time.
  • Help your Executive Director stay organized and make a good impression in the community.

 

Required Traits & Skills

  • Proficiency in Microsoft Office (Word, Excel) 
  • A basic understanding of CRM systems or databases – prior experience in Salesforce preferred
  • Familiarity with digital filing systems such as Dropbox and Google Drive
  • Basic math skills
  • Professional use of punctuation and grammar
  • Keen attention to detail
  • Excellent time management
  • Creative problem solving
  • Sense of humor
  • Flexibility
  • Accountability
  • Music knowledge; ability to read music
  • Diplomacy in communicating with big personalities
  • Confidentiality 
  • Conflict resolution skills

 

Physical Demands & Abilities

  • Regularly speak audibly and clearly over the phone and via Zoom
  • Regularly spend several hours sitting and using office equipment and computers
  • Regularly work on repetitive tasks
  • Regularly hold the arm and hand in one position or hold the hand steady while moving the arm
  • Regularly use headphones and earpiece
  • Sometimes climb a ladder carrying a light load
  • Sometimes drive equipment and supplies to event/recording locations
  • Sometimes assist with moving and setting up chairs and music stands
  • Occasionally lift 20-30+ pounds

 

To Apply

Please submit a resume and cover letter to Executive Director Anna James Miller at anna@slosymphony.org. Applications will be reviewed as they are received.

The San Luis Obispo Symphony is an equal opportunity employer, will not discriminate, and will take “affirmative action” measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, creed, color, national origin, or sex.