Operations & Personnel Coordinator

Pittsburgh Symphony Orchestra • Pittsburgh, PA

7d • $47,000 - $50,000 • Hybrid

About The Position

Known for its artistic excellence for more than 120 years, today the PSO is the region’s national and international cultural ambassador. A two-time 2018 GRAMMY® Award-winning orchestral ensemble credited with a rich history of concerts, performances, and recordings with the world’s finest conductors and musicians, the PSO consistently demonstrates a genuine commitment to Pittsburgh’s citizens, regional communities, and vibrant cultural scene. Now entering its 130th season, the internationally acclaimed Pittsburgh Symphony Orchestra (PSO) engages audiences of all ages through unparalleled live musical experiences, community collaborations, and educational programming that enrich every life with great music.

Job Purpose:
The Operations and Personnel Coordinator assists the Director and Manager of Orchestra Personnel in administering the personnel of the orchestra and aids the Operations department with daily support and coordination of logistical needs.

Requirements

• Bachelor’s degree in related field.
• Knowledge of orchestral repertoire and instrumentation.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Outlook and Teams, and desktop publishing and database software (such as: OPAS, Financial Edge) expected.
• Applicant must have strong communication skills and be a team player.
• Applicant should be a self-motivated, high-energy individual.
• Ability to work flexible hours, particularly weekends and evenings.

Nice To Haves

• Experience in arts administration.

Responsibilities

• Communicate schedule to the Orchestra via the summary schedule, tentative yearly schedule, weekly call sheets, schedule changes, and online data access; create and send the orchestra weekly memo.
• Track all schedule changes and manage schedule contract tracking.
• Assist in maintaining season calendars via OPAS and other tracking documents.
• Manage production of the yearly schedule booklet.
• Monitor departmental meeting schedules and agendas with attention to upcoming deadlines, contractual milestones, the PSO’s financial calendar, and other periodic reminders for the Operations department. Schedule weekly department meetings in coordination with the orchestra calendar and staff availability.
• Endeavor to create an atmosphere in which musicians can perform at their highest level on a daily basis; ensure effective communications among musicians and staff; maintain confidentiality and discretion in musician relationships.
• Maintain a thorough knowledge and understanding of the Trade Agreement, work rules, policies, and individual musicians’ contracts. Responsible for addressing musicians' routine issues and compliance, escalating complex issues to Director of Orchestra Personnel and/or Vice President of Operations.
• Staff assigned PSO services as personnel on duty, including rehearsals, performances, and recording sessions. Ensures proper working conditions, correct breaks, and service start and end times.
• Provide administrative support including attendance records and media reporting. Provide logistical support for orchestra auditions.
• Participate in concert duty rotation as Manager on Duty or Personnel on Duty as assigned.
• Assist VP of Operations with the service exchange program, including creating surveys, tracking service exchange activities and credits.
• Assist the VP of Operations and the Director of Orchestra Operations in tour preparation, including, coordination of hotel/flight arrangements; managing of tour questionnaires; entering tour information into the tour database; managing tour invoicing and reimbursements; recording the tour budget; assisting in obtaining necessary tour documentation such as passports, visas, and tax documentation.
• Maintain working knowledge of the Collective Bargaining Agreements with the AFM and IATSE.
• Other duties as assigned.

Benefits

• The PSO offers a comprehensive benefits package which includes paid holidays, paid time off, employer paid health benefits, and retirement savings options with an employer match.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level