Orchestra and Musician Advancement Manager

The New World Symphony (NWS) is a laboratory for generating new ideas about the way music is taught, presented, and experienced. Under the direction of Artistic Director Stéphane Denève, its unique fellowship program trains music school graduates for leadership roles in the field of classical music. Artistic excellence, connection to audiences, engaging communities and entrepreneurial activities are pillars of the experiential curriculum. NWS pursues its work in New World Center (NWC), a Frank Gehry-designed campus that is uniquely suited to embrace the digital future, for education and artistic expression. 

POSITION SUMMARY: 

The Orchestra and Musician Advancement Manager works closely with and provides administrative assistance to the Director of Orchestra. The position assists with logistical planning and execution of New World Symphony (NWS) Fellowship activities in collaboration with the Musician Advancement Team. 

DUTIES AND RESPONSIBILITIES 

• Develop and maintain excellent communications and harmonious professional relationships with NWS staff, Fellows, substitutes, supplemental musicians and guest artists  
• Uphold policies and procedures as defined in the NWS Fellowship Program Handbook   
• Manage the substitute (sub) and supplemental (supp) musicians needed for each orchestra cycle 
  • Utilize the official NWS Substitute Musician List to secure the necessary sub/supp musicians for each concert cycle 
  • Manage travel and accommodation arrangements, liaising with Facilities staff as needed
  • Coordinate the administrative process for international substitute and supplemental musicians, ensuring all visa documentation and financial forms are completed and submitted 
  • Communicate pertinent information to sub/supp musicians prior to their arrival  
  • Maintain accurate records to ensure sub/supp players receive payment 
  • Process payments for sub/supp players 
• Manage orchestra-related activities during rehearsals and performances, including documenting musician attendance, addressing any musician-related issues, and performing other backstage responsibilities as needed  
• Distribute up-to-date information to musicians via bulletin boards, email blasts, SharePoint, and other institutional communication platforms   
• Assist the Director of Orchestra in managing contact databases, musician time off requests, SharePoint files, and other data related to the NWS Fellows and substitute/supplemental musicians  
• Answer questions/interact with guest soloists, conductors, and visiting faculty members regarding rosters, rehearsal schedule, etc.   

Musician Advancement (MA)  

• Coordinate sign-ups, assignments, and feedback forms for MA events  
• Provide calendar invitations and logistical details to assigned Fellows for MA events  
• Process Musician Advancement payables as needed. 
• Assist with staffing necessary in-person events    
• Assist with Fellow registration, onboarding and offboarding  
• Assist with occasional catering/logistics for the Fellows and room setup request needs  
• Share in administrative responsibilities of facilitating weekly department meetings and organizing departmental storage and filing systems (occurs on a rotating basis for all MA team)  
• Perform other job-related duties as needed  

EDUCATION AND EXPERIENCE 

• Bachelor's degree in Music, Arts Administration or a related field; one to three years of Arts Management experience; an equivalent combination of education and experience may be considered 

KNOWLEDGE, SKILLS, AND ABILITIES 

• Strong verbal and written communication skills   
• Ability to interact effectively under pressure in a professional environment  
• Ability to prioritize/manage tasks independently as part of a collaborative team  
• High degree of organization, efficiency, critical thinking and creativity  
• Proficiency in Microsoft Office applications  
• Knowledge of classical music repertoire and industry   
• Familiarity with stage protocol in an orchestral environment  
• Passion for the mission of the New World Symphony and commitment to its values of community, respect, accountability, excellence and trust 
• Ability to maintain strict confidentiality with sensitive information  

PHYSICAL REQUIREMENTS 

• Ability to work a flexible schedule, including evenings and weekends  
• Ability to work in-person at the New World Center for rehearsals and concerts 

BENEFITS: NWS offers an excellent benefits package to eligible employees including medical, dental, vision, long and short term disability, life and AD&D, 401(k), generous paid time off and comprehensive flexible work arrangements program.

EEO STATEMENT: The New World Symphony is an equal opportunity employer. The New World Symphony prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, veteran status, genetics, disability status or any other characteristic protected by federal, state or local laws. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.