Open Administrative Positions

Department: Development
Reports To: Senior Director of Individual Giving
Supervisor To: Individual Giving Manager; Individual Giving Coordinator
Status: Exempt

Summary:

The Associate Director of Individual Gifts (AD, IG) develops strategies and approaches for the annual individual giving programs of The Philadelphia Orchestra and directs and manages these programs. In coordination with the strategic plan, emphasis is placed on retaining donors, raising average giving level of donors and building a new base of donors. The AD, IG works closely with marketing to develop the donor base among subscriber and single-ticket segments and maximizing patrons’ relationships with the POA and is directly responsible for the non-Board Individual donors to the Annual Fund.

The AD, IG is responsible for tracking of Annual Fund non-Board individual annual fund donors in coordination with Board Annual Fund giving. Strategies to cultivate, solicit and steward non-Board Individual donors will include face-to-face visits with emphasis on donors of $1,000 and higher, direct mail appeals through USPS and email, telefunding and social networking using a high-level of segmentation. It is critical to monitor and evaluate the program at each step.

Essential Functions:

1. Plan and direct the annual giving program for the Maestro Circle and Membership campaigns, including setting strategy, cultivation, solicitation, acknowledgement and recognition.
2. Personally solicit Maestro’s Circle donors and prospects.
3. Manage a portfolio of 50+ donors and prospects at $1,000 and above with 50 personal visits per year.
4. In close coordination with the Marketing Department, direct the telefunding operations including strategy, messaging, and evaluation of campaign progress.  Serve as primary contact with the telefunding vendor’s account executive.  Regularly evaluate best practices for joint telefunding/telemarketing retail campaigns.
5. Set strategy, plan and implementation with the Manager of Donor Relations and the Senior Director of Individual Giving for all annual individual stewardship and cultivation events to ensure they are highly effective in building and retaining relationships with donors.
6. Build and lead the Maestro’s Circle Committee.
7. Coordinate across the department to implement the initiatives that will achieve the goals of the strategic plan.
8. Produce and present annual individual reports.
9. Prepare and monitor budget expenses.
10. Set up monitoring system for Annual Fund across the department.
11. Work with the Senior Director, Development Services, Manager of Donor Relations and Coordinator of Development Events to ensure all information is accurate for donor listings.
12. Serve as a primary contact for the development of brochure and web content for Annual Fund Individual Giving publications working closely with the Marketing Department and the Office of Public Relations.
13. Determine the most effective annual individual giving benefits and oversee the fulfillment of benefits.
14. Supervise and manage the work of the Individual Giving Manager, including gift processing, acknowledgements, donor lists, data updates, and other administrative functions.
15. Supervise and manage Individual Giving Coordinator; assign work tasks in coordination with Senior Director of Individual Giving on an on-going and as needed basis.

Education/Experience:

Bachelor’s degree required plus a minimum of five years of solid fundraising experience; or equivalent combination education and experience.  Experience with annual fund, membership and individual giving campaigns required. 

Knowledge/Skills/Abilities:

1. Five years of experience in fundraising, volunteer management, and/or event planning.
2. Experience with database management and fundraising software.
3. Ability to work with all levels of donors and friends of The Philadelphia Orchestra.
4. Excellent interpersonal skills and ability to work collaboratively across the development department and entire organization.
5. Excellent organizational and communication skills (oral and written).
6. Attention to detail essential.
7. Familiarity with word processing and spreadsheet programs.
8. Knowledge of classical music a plus.

Working Conditions/Physical Demands:

Routine for office environment.  The employee will be required to perform the essential functions of the job during evenings and weekends.

Department:  Development  
Reports To: Associate Director, Individual Giving
Status: Exempt

Summary:

Under the direction of the Associate Director, Individual Giving, this position is responsible for a variety of annual fund activities. The Individual Giving Manager provides daily administrative support for annual individual giving program of The Philadelphia Orchestra. Key responsibilities include support of donor relations, day-to-day management of the Telefunding operation, data analysis, coordination of direct mail, and donor events.  The Individual Giving Manager also provides administrative support to the Senior Director of Individual Giving, Associate Director of Individual Giving and Major Gift Officers as needed.

Essential Functions:

1. Oversee all aspects of direct mail coordination and Telefunding activity including all data pulls for the call room, ongoing analysis of activity in relation to annual goals and staff activity.
2. Produce, coordinate and drive the acknowledgement process for all Maestro’s Circle, General Membership, Musician and Staff gifts.
3. Generate, update and coordinate on a regular basis all annual individual giving donor lists for Playbill, collateral materials and website updates.
4. Produce all gift transmittal and pledge forms for Annual Fund gifts; ensure accuracy of daily activity by monitoring gift reports and by working closely with the Development Services Department to ensure proper coding of records and gifts. 
5. Oversee matching gift program including producing gift transmittals, monitoring matching gift company websites for accuracy of gifts and transfer of funds, following written procedures for all matching gift company correspondence including refunds and reporting.
6. Process expenses in accordance with budget procedures.
7. Monitor and order supplies for all direct mail and telefunding campaigns.
8. Coordinate and manage telefunding gift reports, troubleshoot errors, resolve donor issues, and fulfill supply requests.
9. Coordinate and manage all data requests with IT and assist with direct mailings through an external mail house.

Education/Experience:

Bachelor’s degree plus a minimum of two years of fundraising, annual fund and/or individual giving campaigns experience required.

Knowledge/Skills/Abilities:

1. Excellent interpersonal, organizational and communication skills (verbal and written).
2. Attention to detail and ability to work in a fast paced, multi-task office environment. 
3. Proficiency with word processing and spreadsheet programs.
4. Experience with database management.
5. Ability to work independently and take initiative on new projects.
6. Ability to work with confidential information with accuracy and discretion.
7. Knowledge of classical music a plus.

Working Conditions/Physical Demands: 

Routine for office environment.  The employee will be required to perform the essential functions of the job during evenings and weekends.

Department: Information Technology (Shared Services)
Reports to: Senior Web Developer
Status: Exempt

Summary:

The Information Technology Department serves The Philadelphia Orchestra, the Kimmel Center for the Performing Arts and Ticket Philadelphia. The IT Services Department also provides contract resources and support for other Philadelphia-area performing arts organizations (including the Curtis Institute of Music, Opera Company of Philadelphia, and Pennsylvania Ballet) with a combined total of 470+ users. The 17-member Department provides Help Desk and after-hours support; infrastructure design, implementation and maintenance; database analysis, reporting and programming; and web programming and support. The Department is also responsible for ensuring the smooth functioning of mission-critical infrastructure, such as the CRM system (that supports marketing, ticketing and fundraising functions) and telephony services. The Information Technology Department is jointly administered by and on behalf of The Philadelphia Orchestra and the Kimmel Center for the Performing Arts.

In particular, the Web Developer position will be asked to design and implement web ticketing applications that are key to impacting revenue growth for the Philadelphia Orchestra and Kimmel Center. This position is for a person who wants to take his or her love of the arts and expertise in technology and use these attributes to take on the challenge of making a significant impact to the bottom lines of two of the biggest cultural intuitions in Philadelphia. In addition, the web developer position will work within the framework of a highly skilled and diverse IT department that houses an existing web development team who will provide a solid support structure for the incoming position so that web development can be the primary focus of the position.

Essential Functions:

1. Liaise with clients in order to delineate functional needs.
2. Implementation of software and web code for integration into internal solutions.
3. Design of some software solutions from a base level to satisfy the needs of the client organizations.
4. Liaise with vendors to ascertain potential solutions to requirements.
5. Liaise with consultants to work in tandem on solutions.
6. Support strategies for developing web capabilities for a consortium of user organizations on one CRM system.
7. Troubleshoot and resolve basic application bugs and errors through familiarity of programming in a Microsoft-based environment.
8. Assist in maintenance and upgrade of internally hosted and created Content Management System and other internally developed projects.
9. Assist with other duties as assigned with technology initiatives, rollouts, writing specifications and editing HTML/CSS.
10. Ability to prioritize assignments and tasks in order to meet critical client deadlines
11. Assist IT team with daily procedures, help desk and special projects as required.
12. Assist in maintenance and upgrade of internally hosted Ticketing software and servers.
13. Required availability for on-call after-hours IT support rotation.

Education/Experience:

Bachelor’s degree preferred.  A minimum of 1 -3 years of undergraduate education in Information Systems and/or Computer Science with a demonstrable degree of capability in writing code required. (Co-Op applicants will also be considered.)  In addition to the above, hands-on experience with CSS, including CSS-only (sans tables) web page layouts and hands-on experience with XSLT to render web pages or transform XML preferred but not required.

Knowledge/Skills/Abilities:

1. Strong programming skills.
1. .Net coding in an object oriented environment.
2. C# preferred
2. Experience working with .Net Framework.
3. Knowledge of XML/XSLT.
4. Experience with SOAP and Web Services on .Net.
5. Working knowledge of HTML, CSS and JavaScript.
6. Knowledge of Flash scripting a plus.
7. Ability to work in a collaborative work environment.
8. Excellent organization skills and the ability to work independently.

Working Conditions/Physical Demands:

Routine for an office environment. The employee may be required to perform the essential functions of the job during evening and/or weekend hours.

To Apply:

Send cover letter and resume to
humanresources@philorch.org

Mail to:
The Philadelphia Orchestra Association
Attn:  Human Resources
One South Broad Street, 14th Floor
Philadelphia, PA  19102

Department: Information Technology (Shared Services)
Reports to: Senior Director of Data Services
Status: Exempt

Summary:

The IT Services Department serves The Philadelphia Orchestra, the Kimmel Center for the Performing Arts and Ticket Philadelphia. The IT Services Department also provides contract resources and support for other Philadelphia-area performing arts organizations (including the Curtis Institute of Music, Opera Company of Philadelphia, and Pennsylvania Ballet) with a combined total of 450+ users.  The IT Services department provides helpdesk and after-hours support; infrastructure design, implementation and maintenance, database analysis reporting and programming, and web programming and support. The Department is also responsible for ensuring the smooth functioning of mission-critical infrastructure, such as the CRM system (that supports marketing, ticketing and fundraising functions) and telephony services. The Information Technology Department is jointly administered by and on behalf of The Philadelphia Orchestra and the Kimmel Center for the Performing Arts.

The Database Programmer will provide report-writing, SQL development and project management services for all clients of the IT Services Department, supporting The Philadelphia Orchestra, The Kimmel Center, Ticket Philadelphia as well as other clients.   This position requires advanced knowledge in all aspects of SQL programming and reporting as well as strong inter-personal and communication skills.  The position also requires project management skills to effectively understand and manage the needs of our clients.  These skills will help make sure all database programming results in usable reports and processes which are tested, implemented and documented to meet the clients’ needs.  Other key duties include developing solutions that interface with e-mail marketing, web content management systems, and .NET web solutions.

Essential Functions:

1. Provide SQL Programming support for custom report generation, project implementations, and ongoing maintenance of existing reports, utilizing Visual Basic , MS Access, SSRS (SQL Server Reporting Services), Crystal Reports, MS/SQL, Infomaker, PowerBuilder, etc.
2. Manage the report design cycle: design, development, documentation, implementation and training.
3. Support strategies for developing web and custom screen capabilities for a consortium of user organizations on a shared Tessitura CRM solution.

4. Troubleshoot and resolve basic application bugs and errors in Microsoft SQL environment.
5. Assist in maintenance and upgrade of the CRM database and work with outside vendors to implement database administration solutions.
6. Understand the basic concepts of ticketing and fundraising in a non-profit arts environment.
7. Ability to prioritize assignments and tasks in order to meet critical client deadlines
8. Assist IT team with daily procedures as they relate to database maintenance and consistency
9. Assist in maintenance and upgrade of internally hosted CRM ticketing and development software.
10. Required availability for on-call after-hours IT support rotation.
11. Develop plan for post-implementation follow-up with clients to ensure clients' needs are being met.
12. Train Team members and Clients on the use of custom reports
13. Where appropriate, perform other programming duties as assigned.

Education/Experience:

Bachelor’s degree required and 3 - 5 years’ work experience in SQL programming and report writing.  A minimum of 1 - 3 years’ work experience managing projects is required.  Experience in a Tessitura Performing Arts environment a plus.

Knowledge/Skills/Abilities:

1. SQL programming language experience, including the creation of stored procedures, table-valued functions, indexes, and code optimization.
2. Visual Basic programming language experience.
3. Knowledge of database structures and RDBMS.
4. Knowledge of MS SQL Server and MySQL databases.
5. Advanced knowledge of reporting tools including SSRS, Microsoft Access, InfoMaker, Powerbuilder, and Crystal Reports
6. Project Management experience.
7. Microsoft applications (Access, Word, PowerPoint, Visio, etc.)
8. Ability to learn new software quickly.
9. Ability to convert technical knowledge and information into easily understood terms.
10. Strong organizational skills.
11. Working knowledge of HTML, CSS and JavaScript.
12. Experience with SOAP and Web Services on .Net. a plus.
13. .Net coding in an object oriented environment a plus.
14. Knowledge of performing arts.
15. Ability to manage relationships with multiple departments and organizations.
16. Ability to work independently as well as a team member.
17. Ticketing and fundraising knowledge.

Working Conditions/Physical Demands:

Routine for an office environment.  Evening and weekend work may be required.  Required availability for on-call after-hours IT support rotation.

To Apply:

Send cover letter and resume to
humanresources@philorch.org

Mail to:
The Philadelphia Orchestra Association
Attn:  Human Resources
One South Broad Street, 14th Floor
Philadelphia, PA  19102

Department: Artistic Planning
Reports to: Artistic Coordinator
Status: Contractor, non-exempt, hourly

Summary:

This position is an hourly, part-time, contract based position and the Driver will be responsible for providing ground transportation needs for Music Director, guest artists and select POA staff.  The Driver will interact with guest artists, and handle artists’ backstage needs.  The Driver will also manage the backstage artistic supplies, as well as the maintenance of POA vehicles.

Essential Functions:

1. Provide ground transportation for artists and select POA staff to/from airport, train stations, hotels, rehearsals, concerts and special events as assigned.
2. Prepare arrival packets for all artists and deliver to artists’ hotel upon their arrival.
3. Attend to artists’ backstage needs, such as getting meals and refreshments, managing dry cleaning of concert attire, and running errands as requested.
4. Order and maintain supplies for Artistic office and backstage dressing rooms.
5. Arrange for post-concert dinners and hospitality at local attractions.
6. Participate in rehearsal and concert duty rotation and perform duties including but not limited to: preparing dressing rooms, managing artist tickets, maintaining backstage list, keeping detailed concert duty notes, driving artists, and fulfilling guest artist rider, as appropriate.
7. Manage use of POA vehicle and keep maintenance current.
8. Other duties as assigned.

Education/Experience:

A minimum of two years related experience required   A valid driver’s license and a clean driving record is required.

Knowledge/Skills/Abilities:

1. Strong interpersonal skills and discretion to with the ability to work with high-profile artists and personalities in a calm and professional manner.
2. Ability to retain confidential information.
3. Collaborative and open attitude toward co-workers.

Working Conditions/Physical Demands:

The employee is required to perform duties and attend events during evening and weekend hours in addition to the regular office hours. The employee is required to have a current valid driver’s license and will be operating a company vehicle. Generally work is performed in an office environment or performing arts venue.

To Apply:

Send cover letter and resume to
humanresources@philorch.org

Mail to:
The Philadelphia Orchestra Association
Attn:  Human Resources
One South Broad Street, 14th Floor
Philadelphia, PA  19102

Department: Finance
Reports to: Payroll Supervisor and Accounting Analyst
Status: Exempt

Summary:

The Payroll Coordinator is a full-time position in the Finance department of a world-renowned symphony orchestra.  Reporting to the Payroll Supervisor and Accounting Analyst, this position is responsible for all payroll and payroll related function of the Philadelphia Orchestra Association. 

This position is an integral part of a Department-wide redesign of duties and functions, the primary purpose of which is to enhance Management’s ability to provide timely analytical work product for effective decision making.

The Payroll Coordinator will work closely with all departments of The POA to enhance and streamline information flow among interested constituencies, particularly in connection with the HR Department and Personnel Department in the management of musicians as it relates to pay and benefits.

Essential Functions:

1. Input and verify salary and wage data on a bi-weekly basis (Administrative Staff, Musicians, and Extra Musicians).
2. Process payroll deductions (medical, 403(b), union dues, fringe benefits, support payments, credit union, voluntary deductions).
3. Verify employees' paid time off, calculate taxes and differential payments according to POA policies and process insurance payments.
4. Work with the Payroll Supervisor to review all payroll information and handle discrepancies and resolve issues that may arise in a staff or musicians paycheck.
5. Responsible for reconciliation of various payroll accounts.
6. Prepare bi-weekly payroll reports for federal, state, and city taxes.
7. Complete payroll information for Unemployment Claims and Employment Verification forms.
8. Work collaboratively with Human Resources and Orchestra Personnel to ensure that all new hire documentation has been received.
9. Prepare payroll reports to other departments as needed.
10. Arranges the delivery of paychecks to the staff and musicians.
11. File and Maintain archival payroll records.
12. Prepare support for accounts payable (union dues, 403(b) payments, support payments, flexible spending, and others as needed).
13. Work with software vendor to address payroll issues to ensure timely payroll processing and correct pay data.
14. Complete journal entries for payroll data as needed.
15. Work collaboratively with Human Resources regarding salary administration, flexible spending, reporting, maintaining of employee files, 403(b) accounts, etc.
16. In conjunction with Human Resources, updates information in the payroll system whenever an employee receives a salary change, moves into a new position or leaves the organization.
17. Tracks and maintains records for time off requests (vacation, sick, personal time, floating holidays).
18. Other duties as assigned.

Education/Experience:

A degree in Accounting or related field is required.  Strong experience with Blackbaud/Financial Edge software is preferred, specifically the Payroll module.  A minimum of 3 years experience in an automated payroll environment is required.  High proficiency in MS Excel is required.

Knowledge/Skills/Abilities:

1. Experience with payment calculations according to established policies.
2. Knowledge of Payroll pension calculations. 
3. Familiarity with processing insurance and other payroll related payments.
4. Proven error checking skills.
5. Experience updating information in the payroll system for required changes.
6. Strong, proven proficiency in MS Excel and Word is required.
7. Must possess strong analytical, communication and organizational skills.  
8. Attention to detail is crucial for success along with excellent time management skills.
9. General understanding of employee benefits is preferred.
10. Ability to effectively handle multiple tasks, identify improvement opportunities and promote required process changes.
11. Ability to maintain an engaging and positive attitude during high pressure situations.
12. Must be able to work as part of a team within the finance department.

Working Conditions/Physical Demands:

Routine for office environment.

To Apply:

Send cover letter and resume to
humanresources@philorch.org

Mail to:
The Philadelphia Orchestra Association
Attn:  Human Resources
One South Broad Street, 14th Floor
Philadelphia, PA  19102

Department: Orchestra Advancement and Operations
Reports to: Orchestra Personnel Manager
Supervisor to: String Monitors, Volunteers, Interns

Summary:

The Assistant Personnel Manager provides administrative and operational support to the Orchestra Personnel Manager in day to day operations and residency execution. This position manages and coordinates all auditions and audition planning.

The Assistant Personnel Manager works closely and in collaboration with the Operations, Artistic, Human Resources and Finance departments as well as the Library staff.  This position will supervise the String Monitors, volunteers and department interns. 

The Assistant Personnel Manager will maintain a thorough knowledge and understanding of the Collective Bargaining Agreement. This position will also work with the Human Resources department to ensure compliance with all state and federal labor laws and will oversee and process immigration status for Orchestra musicians.   This position will work to create efficiencies between the musicians and the Human Resources department for benefits, payroll changes and open enrollment by maintaining contact information, forms, and be available to answer questions and direct inquiries.

Essential Functions:

1. In consultation with the Orchestra Personnel Manager, hire substitutes and extra musicians. Maintain a current list of local musicians for each instrument and work with Orchestra Personnel Manager in coordinating evaluation of such lists through the substitute review process.
2. Responsible for Personnel module of the OPAS data base including maintenance of all contact information and distribution lists for Orchestra members and substitute musicians. Compiling information for weekly rosters and distribution of call sheets and rehearsal orders. Manage the tracking of absences (planned and unexpected) in a database and on rosters.
3. Provide clerical support including composition of documents, memos and reports, filing, processing mail, copying, preparing vendor check requests, and scheduling meetings. Assist the Orchestra Personnel Manager in the management of leave requests and communicating these to orchestra members. Maintain confidential musicians’ personnel records.
4. Manage and coordinate auditions: maintain candidate database and files, generate candidate audition packets and mailings, manage communication with candidates and scheduling of audition times, assist in the execution of auditions according to the Trade Agreement.
5. Manage communication with String Monitors and maintain accurate records of string seatings. Create string monitor reports and distribute to all String Monitors on a weekly basis.
6. Manage the preparation of weekly payroll and media for all POA musicians, including substitutes and extras.  Assist in the yearly budgeting process and provide support for reforecasting as needed.
7. Work closely with the HR department to ensure accurate communication of benefit information available to musicians.  Maintain all necessary benefit forms and related contact information for all benefit vendors. 
8. Assist in the management of rehearsals and participate in concert duty rotation. Participate in regular meetings as well as meetings with production team and task forces as required. 
9. Collaborate with the Orchestra Personnel Manager, Operations staff and Residency team in the organization and execution of residency activities on tours and for summer festivals.  May travel both domestically and internationally, as needed.
10. Other duties as assigned.

Education/Experience:

Bachelor’s degree required, preferably in Music Performance or a related field.  A minimum of 3 years’ Orchestra administrative experience required; or equivalent combination of education and/or training and experience.  Strong background in classical music with a broad understanding of repertoire, instrumentation and Orchestra, rehearsal and performance practices is required.

Knowledge/Skills/Abilities:

1. Excellent clerical skills including strong Microsoft Office programs experience.
2. Strong experience with Excel required.
3. Excellent interpersonal skills, both verbal and written, are essential.
4. Working knowledge of OPAS (Orchestra Planning & Administration System).
5. Familiarity with orchestral repertoire and ability to read music.
6. Ability to maintain an engaging and positive attitude during high pressure situations.
7. Must be able to work as part of a team within the operations department.
8. Must be available to work evenings and weekends for rehearsals and concerts.
9. Excellent time management skills are required.
10. Ability to multi-task in a fast-paced office environment. 

Working Conditions/Physical Demands:

Routine for office environment.  The employee will be required to travel (potentially both domestic and international) on Orchestra run outs and tours, and will perform the essential functions of the job during evening and weekend concerts.

To Apply:

Send cover letter and resume to
humanresources@philorch.org

Mail to:
The Philadelphia Orchestra Association
Attn:  Human Resources
One South Broad Street, 14th Floor
Philadelphia, PA  19102