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Operations Coordinator
Newark, NJ
New Jersey Symphony
Full Time
Posted April 27, 2022
The Operations Coordinator position offers high-level experience in all aspects of orchestral operations. There are regular opportunities to work with and be mentored by senior employees, and the position involves exposure to major performing artists and a vibrant community of professional musicians.
The ideal candidate will be someone who can seamlessly facilitate the administrative duties of the Operations department, bringing a positive, team-oriented attitude and a collaborative spirit to this position. Currently, all New Jersey Symphony employees work on a hybrid basis splitting work from the office and work from home. There is a required minimum of two days of in-office work per week for this position, and routine on-site evenings and weekends will be required.
The ideal candidate will be someone who can seamlessly facilitate the administrative duties of the Operations department, bringing a positive, team-oriented attitude and a collaborative spirit to this position. Currently, all New Jersey Symphony employees work on a hybrid basis splitting work from the office and work from home. There is a required minimum of two days of in-office work per week for this position, and routine on-site evenings and weekends will be required.
Duties and Responsibilities
Maintain smooth flow of logistical and production information within the Operations department.Perform administrative tasks such as maintaining electronic files and records, procuring department supplies, and other tasks as assigned.
Coordinating auditions, under the direction of the Orchestra Personnel Manager from planning to execution, in rotation with the Community Programs Coordinator.
In rotation with the Operations Manager, serve as on-site stage manager for orchestra events including managing stage crew, supervising stage setup, addressing concerns of musicians and guest artists, coordinating with house management, reading offstage pre-show announcements, etc.
Serve as on-site stage manager for Community Partners (the Symphony’s traveling chamber music program) events occasionally, in rotation with Community Partners staff.
Partner with other Symphony departments to manage logistics of upcoming activities.
Contract buses for musician transportation.
Contract truck rentals and instrument rentals.
Proof program pages, institutional brochures and external documents as needed.
Coordinate parking stickers for musicians and Symphony staff.
Create and assemble the musician handbook for each season, in coordination with the Operations Manager and other department members.
Enter and maintain the orchestra calendar in OPAS (Orchestra Planning and Administrative System) and Outlook. Update musician contact records as needed.
Serve as operations support for webinars and virtual live events, in rotation with Operations staff.
Assist the Artistic Operations department with guest artist needs as required. This may include making travel arrangements, setting up and breaking down dressing rooms, driving artists and providing hospitality such as refreshments, water and towels.
Other duties as assigned.
Requirements
Knowledge of live performing arts and specifically classical music.Bachelor’s degree or equivalent combination of education/training in classical music, music education or related field.
Proficiency in standard Microsoft Office applications.
Effective written and verbal communication skills.
Ability to be organized, proactive and multitask.
Ability to work in a fast-paced environment.
High level of professionalism and to handle confidential information.
The discipline to work independently, but also the ability to function as a member of a team.
Concert and event management experience beneficial but not required.
OPAS (Orchestra Planning and Administration System), Visio/CAD and database experience helpful but not required.
WORKING CONDITIONS/PHYSICAL DEMANDS
Some functions of the job will be performed during the evenings and on Saturdays and Sundays, as the New Jersey Symphony’s performance schedule dictates. Access to an automobile and valid driver’s license are encouraged since occasionally venues are not directly accessible through public transportation. The employee must be able to lift 20lbs, speak on a microphone, communicate and listen on a headset. The employee will occasionally be standing on uneven surfaces and navigating narrow backstage spaces.
How To Apply
Full details and application instructions can be found here: https://www.njsymphony.org/about/careers/administrative-positions/operations-coordinator/
