REPORTSTO: Senior Director of Music Administration
STATUS: Full-Time, Non-Exempt
Lyric Opera of Chicago exists to provide a broad, deep and relevant cultural service to the Chicago region and the nation, and to advance the development of the art form of opera.
We are searching for an effective coordinator to support our Music Administration team and execute significant aspects of our various audition processes. This includes working closely with artistic personnel, functioning independently on simultaneous sets of auditions duties while meeting applicable deadlines and contractual obligations for each, and being an open and effective communicator.
Lyric Opera of Chicago’s Music Administration Coordinator will serve as a liaison between artistic staff, appropriate union representatives, Chorus Master, Technical Department, and Rehearsal Department on all audition-related matters, while possessing excellent prioritization skills to regulate seasonal workload and special projects as-assigned, in support of the Department of Music Administration.
DUTIES AND RESPONSIBILITIES:
- Demonstrate leadership in accordance with Lyric’s mission and vision.
- Coordinate with the Senior Director of Music Administration on hiring music staff and instrumentalists for Lyric Unlimited programming.
- Contract Orchestra, Music Staff, and Lyric Unlimited musicians and music staff. Make contract offers as requested.
- Gather and track Orchestra, Music Staff, and Lyric Unlimited new hire paper work for dissemination to the HR and Finance departments.
- Administer personal time requests for chorus orchestra members per the collective bargaining agreement (CBA). Track and enter data capturing payroll sick and personal time for these groups in order to abide by pertinent CBA rules.
- Plan and ensemble all rehearsal orders for concerts involving orchestra, per the relevant Collective Bargaining Agreement (CBA).
- Provide assistance for any offsite performances (e.g. Stars of Lyric Opera at Millennium Park), as needed.
- Coordinate the audition processes for Orchestra with oversight from the Senior Director of Music Administration. Audition duties include, but are not limited to:
- Schedule and book venues for auditions both on and off-site, organize all technical details (staffing, site visits, room set-up, etc…), and adhere to budgetary parameters with internal and external vendors.
- Coordinate all audition-related advertising (i.e., industry publications per union contract regulations and web-based listings through Lyric’s Marketing Dept.).
- Serve as in-room proctor for all Orchestra auditions as well as assisting the Music Administration Coordinator with chorus, dance, and AMTI auditions, as needed.
- Coordinate with the Library and section principals in order to facilitate production of audition books.
- Serve as primary point person for all interested auditionees.
- Maintain Music Administration Orchestra, Assistant Conductor, and Lyric Unlimited records (personal contact and production assignments) in Arts Vision and other music administration databases.
- Administer the orchestra’s instrument insurance and the ear plug reimbursement program.
- Distribute musical cut lists to artists and staff in a timely manner including the coordination of the corresponding webpage.
- Maintain program listings for all Orchestra, Assistant Conductors, and Lyric Unlimited musicians and music staff.
- Maintain and distribute Music Administration documents (rosters, contact information, etc) for Orchestra and Assistant Conductors.
- Assist Senior Director of Music Administration with Orchestra, Assistant Conductor, and Lyric Unlimited payrolls, as needed.
- Provide departmental support as needed including, but not limited to, administrative support and data entry tasks related to budgeting.
- As the Music Administration function and team evolve, so may this role.
KNOWLEDGE AND SKILLS:
- Bachelor's Degree from an accredited college or university. Experience in music and arts administration preferred.
- Working knowledge of and comfort working with:
- Microsoft suite of products
- Basic musical understanding of both orchestral and vocal music. The ability to read and prepare musical excerpts preferred.
- Outstanding communication and customer service skills.
- Utmost discretion and professionalism when dealing with sensitive personnel issues (i.e. retirement, vocal health, etc…)
- Must be highly organized and detail oriented with the ability to meet strict deadlines and handle multiple projects simultaneously.
- Previous experience with unions and/or collective bargaining agreements is a plus.
- Ability to work and think independently, a motivated self-starter who also works well in a larger team.
- Ability to occasionally oversee evening or weekend auditions, other assist with special events (i.e., Chorus Concerts)
- Sitting and standing for extended periods of time.
- Ability to operate a computer keyboard, mouse, and to handle other office equipment.
Interested Applicants should send their resume and cover letter to email@example.com