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Open Administrative Positions

How to Apply to The Philadelphia Orchestra Association 

The Philadelphia Orchestra accepts resumes via e-mail, U.S. mail, and fax and keeps them on file for up to one year. If your application meets the qualifications for a position, the Orchestra's Human Resources Office will forward your resume to the hiring manager. In addition, you may be considered for any position for which you are qualified.

Due to the significant volume of resumes received, we regret that we cannot update you about the status of your employment application. A Human Resources representative will contact qualified candidates for an interview.

At the time of the interview, you will be asked to complete an employment application.

Three ways to apply: 

If you would like to be considered for a position please send a cover letter and resume to:

  1. humanresources@philorch.org
  2. Mail to:
    The Philadelphia Orchestra Association
    Attn: Human Resources 
    One South Broad Street | 14th Floor
    Philadelphia, PA | 19107
  3. Or fax to 215.875.7678

Indicate the position(s) desired in the subject heading of your e-mail and attach a cover letter and resume. Remember to include your name, address and telephone number on the front page of your resume. We also ask that you please mention how you were referred to us (website, newspaper ad, Orchestra employee). Please send only one copy of your cover letter and resume.

Resume Tips: 

The preferred method of application is via e-mail using a Microsoft Word format.
The Philadelphia Orchestra is an Equal Opportunity Employer committed to diversity in the workplace. 
The following administrative positions are open:

Web Coordinator

Department: Marketing
Reports to:
Web Manager & Designer
Status: Exempt

Summary:

The Web Coordinator’s core responsibility is to help maintain The Philadelphia Orchestra Association’s web properties, including www.philorch.org and its intranet; www.academyofmusic.org; and data on kimmelcenter.org and ticketphiladelphia.org.  As a member of the Marketing team, the coordinator is the main content coordinator and actively posts, updates, and gathers accurate content.  Working closely with the Web Manager, the coordinator will help in day-to-day web activities; contribute to the POA’s ongoing internet strategy; and support organizational departments with all aspects of web content (including electronic media).

Essential Functions:

  1. Create, update, and maintain websites using HTML and Content Management Systems.
  2. Initiate and execute email campaigns using email marketing software (Wordfly).
  3. Assist the communications team to ensure that the POA’s web pages are consistent in tone and language and reflect the overall the POA style.
  4. Assist the Marketing team to design and send all email campaigns from the Orchestra to various constituencies.  Track and monitor results.
  5. Assist Web Manager to ensure a consistent web infrastructure, brand, and design.
  6. Help facilitate Social Media strategy.
  7. Provide statistical tracking and report information to help develop internet strategy.
  8. Troubleshoot incoming web-related concerns; processing and routing to appropriate staff members.
  9. Maintain accurate, timely, and consistent content on all POA web properties.  Ensure data consistency. 
  10. Research and suggest appropriate new web technologies. Stay up-to-date on web trends.
  11. Assist electronic media teams to ensure compatibility and consistency on the web.
  12. Assist in development of digital assets for use on multiple platforms including the web, mobile phones, and tablets.
  13. Assist the Marketing/PR/Communications teams on various projects.
  14. Updating App content for IOS and Android.
  15. Other duties as assigned.

Education/Experience:

Bachelor’s degree required, as well as one to two years experience in marketing and web technologies. (Co-op/Intern experience is applicable).  Knowledge of classical music and the performing arts is a plus.

Knowledge/Skills/Abilities:

  1. Software: HTML, Adobe Creative Suite (Dreamweaver, Photoshop, Illustrator), Email Marketing Software, understanding of CSS/Javascript, Audio and Video editing software a plus
  2. Strong verbal and written communication skills
  3. Strong proofreading and editing skills.
  4. Experience providing statistical tracking and report information.
  5. High organizational skills.
  6. Detail oriented.

Working Conditions/Physical Demands:

Routine for office environment. Some evening and weekend hours required for Orchestra concert duties.

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  19107

Part-time Driver – Contract/Hourly

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  19107

Manager, External Relations

Department: Development
Reports to: Vice President for Development

Summary:

The Manager of External Relations will create and implement a comprehensive and proactive stewardship and donor communications program to maximize recognition for all donors, to fulfill reporting obligations and to provide communication materials to support development activity.  The Manager directs the acknowledgment process for all donors, creates personalized correspondence as appropriate and creates and implements stewardship plans for major benefactors and endowment donors, serving as a personal steward to a portfolio of donors. 

The Manager of External Relations has direct involvement with patrons and donors at concerts and at Development events and will manage occasional special events for donors, handling the logistics and providing staff support at these events. This position also serves as the liaison to Marketing, Public Relations, Artistic, and Finance on stewardship and donor communications. 

Essential Functions:

  1. Develop and implement standards, procedures, and tools that enable and encourage best practices and consistency in acknowledgement, recognition, and reporting across all fundraising program areas and develop creative and imaginative methods to show appreciation to donors.
  2. Perform regular audit of stewardship and donor communication efforts to ensure highest quality and timeliness of stewardship for all donors.
  3. Responsible for the management of donor stewardship involving the President/CEO, the Chairman of the Board, the Executive Vice Presidents and Vice President.
  4. In collaboration with gift officers, create personalized stewardship plans for major donors to the POA, working closely with Development officers, President/CEO, and Chairman of the Board.
  5. Work in collaboration with the Senior Director of Corporate and Foundation Relations to provide consistent engagement and quarterly/annual reporting to various major Foundation donors.
  6. Serve as a personal steward to a portfolio of Board of Directors and high-end donors.
  7. Lead strategy discussions and recommend and coordinate next actions for stewardship of and communication with donors, working closely with gift officers and manager of major gifts.
  8. Attend Meetings of the Board of Directors to write the minutes of each meeting.    
  9. Responsible for the stewardship of endowment donors, including serving as a point person to Finance, preparing impact reports, and finding opportunities for engagement including stewardship events.
  10. Oversee the creation and production of department-wide donor communications, examples include: remarks for events for President/CEO, Music Director, and other Orchestra leaders, personalized solicitation materials and Annual Fund letters appeals.
  11. Create a repository of donor stories and testimonials to use in publications to help reinforce the impact of philanthropy at the POA, working closely with gift officers and key volunteers.    
  12. Partner with Marketing and Communications to maximize donor recognition opportunities in various publications, and facilitate changes regarding development initiatives on the Orchestra’s web site and other platforms.
  13. Serve as point person for all Development Department lists, articles, and ads in Playbill and other publications.
  14. Support Development staff to plan and implement various cultivation and stewardship events.
  15. Collaborate with Development Services, Finance, and IT on systems and tools that ensure best practices in stewardship and donor communications.
  16. Maintain accurate records and information on prospects and donors in the central files and Tessitura.

Education/Experience:

College degree with a minimum of five to seven years of development experience required. Experience in communications and writing, event planning and project management is desirable. Fundraising expertise is essential; knowledge of orchestral music a plus. Writing samples will be required.

Knowledge/Skills/Abilities:

  1. Exceptional communication skills including writing experience for the full-range of development activities.
  2. Ability to communicate information about the Philadelphia Orchestra and appreciation for support with passion and enthusiasm.
  3. Ability to work collaboratively across entire POA, internally and externally.
  4. Good decision-making skills, excellent listener and communicator, willingness to search out answers.
  5. Knowledge of principles and techniques relevant to major gift fundraising.
  6. High degree of organization and attention to detail. 
  7. Ability to work independently and take initiative on new projects.
  8. Ability to manage a multitude of tasks. 
  9. Ability to work with confidential information. 
  10. Advanced skills in MS Office, with a strong proficiency in Excel, and development software.

Working Conditions/Physical Demands:

Routine for office environment. The employee will be required to attend meetings/events during evening and 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  19107

Manager of Relationship Marketing

Department: Marketing
Reports to: Director of Marketing

Summary:

The Manager of Relationship Marketing oversees several critical elements of marketing and sales at The Philadelphia Orchestra. This includes the execution of tactics utilized on all marketing campaigns to generate highest level of audience satisfaction and revenue growth, defining and implementing patron relationship programs to achieve highest level of retention and the timely analysis of patron retention to identify priorities and high-level strategies for improving patron loyalty and driving overall increased revenue.   This position has a high level of interaction with the Ticket Philadelphia and Kimmel Center Box Office staff.   

The Manager of Relationship Marketing is accountable for the successful execution of marketing tactics, budget creation / management / reporting and administrative duties. This position will be responsible to meet deadlines as outlined in marketing plans, provide efficient management of budget and resources for completion of duties, and maintain positive working relations with colleagues.

This position will be measured with the timely execution and campaign results that successfully grow ticket revenues.  The time spent on the position responsibilities can be expected to be as follows:
                                   
Implementation: 55%
Planning, Analysis and Research: 30%
Administrative: 15%

Essential Functions:

  1. Work with the Director of Marketing on the execution of all tactics for subscription and single ticket sales across all sales channels and advertising mediums.
  2. In coordination with Director of Marketing, set annual patron retention goals for the institution and monitor progress against goals.
  3. Manage special promotional activities and programs that drive towards patron retention goals.
  4. Execute promotional activities to further the “off-stage” presence of the Orchestra through non-earned revenue generating community performance opportunities and track audience participation through all concert product offerings. 
  5. Track metrics of patron retention and provide regular progress towards outcomes.
  6. Contribute actively to the department budgeting process and cycle, particularly in the areas of patron loyalty and retention programs in collaboration with overall marketing department budget, with consistent monitoring and tracking above
  7. Support partner organizations and internal departments in interpreting results of current and future patron retention goals and addressing identified priorities
  8. Manage and respond to customer service issues and policies as needed and collaborate with Ticket Philadelphia regarding customer service initiatives
  9. Establish excellent and collaborative relationships across all partner organizations
  10. Attend concerts; represent the Marketing Department at concerts and events with an eye to increased patron retention activity.

Education/Experience:

Bachelor’s degree required, with a minimum of 3-5 years of arts marketing and advertising experience. Direct experience with a symphony orchestra and/or performing arts presenter highly preferred.  Proven experience in managing customer loyalty programs along with a proven track record of success in building programs and increasing overall customer satisfaction is required.  A working knowledge of classical music highly preferred.

Knowledge/Skills/Abilities:

  1. Thorough knowledge and understanding of advertising and marketing disciplines.
  2. Knowledge of and experience in orchestra industry and performing arts field.
  3. Success in creating and implementing customer loyalty programs 
  4. Knowledge of marketing systems and ticketing and subscription based sales.
  5. Excellent organizational skills and efficient time management.
  6. Must possess excellent verbal and written communication skills with the ability to present effectively internally and externally.

Working Conditions/Physical Demands

Routine for office environment. The employee will be required to perform the essential functions of the job during evening 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  19107

Assistant Director of Individual Giving

Department: Development
Reports to: Director of Individual Giving

Summary:

Under the direction of the Director of Individual Giving, this position is responsible for a variety of annual fund activities and essential to driving the strategy and execution of the annual fund machine.

The Assistant Director of Individual Giving provides daily support for the 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 creation and execution of donor events. 

The Assistant Director also provides administrative support (when needed) to the Senior Director of Individual Giving and the Director of Individual Giving.

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 collateral materials and website updates.
  4. Oversee the production of gift transmittals for gifts over $2,500 and pledge forms for Annual Fund gifts; ensure accuracy of daily activity by monitoring gift reports and by working closely with the Individual Giving Coordinator and Development Services Department to ensure proper coding of records and gifts. 
  5. Oversee matching gift program.
  6. Oversee the processing of expenses in accordance with budget procedures.
  7. Coordinate and manage telefunding gift reports, troubleshoot errors, resolve donor issues, and fulfill supply requests.
  8. Manage all data requests with IT and assist with direct mailings through an external mail house.
  9. Devise and execute Individual Giving Department events.
  10. Support the Director in managing the Maestro Circle Committee fundraising efforts.

Education/Experience:

Bachelor’s degree plus a minimum of three years of fundraising and annual fund and/or individual giving experience required. Experience with annual fund, membership and individual giving campaigns is preferred. 

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 MS Office products, with a strong working knowledge of Excel.
  4. Experience with database management and data segmentation.
  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.

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  19107

Manager, Academy of Music Restoration Fund Office

Department: Development, Academy of Music Restoration Fund Office
Reports to: Senior Director, AOM Restoration Fund Office
Supervises: Development Coordinator, AOM; Temporary, Seasonal Development Assistant, AOM; Seasonal Interns

Summary:

The Manager, Academy of Music Restoration Fund Office is responsible for managing the daily operations of the activities of the AOM Restoration Fund Office.

This position works with the Senior Director of the Academy of Music Restoration Fund Office on the successful planning and execution of all of the fundraising activities in support of the restoration and preservation of the Academy of Music. This includes the Anniversary Concert and Ball and annual Restoration Fund prospecting, cultivation and solicitation initiatives.

The Manager will be responsible to work with the Senior Director, Chairman of the Academy Board of Trustees, event Co-Chairmen and Committee members and The Philadelphia Orchestra Executive VP of Institutional Advancement/Chief Restoration Fund Officer, on the vision and successful planning and execution of the Anniversary Concert and Ball to include the editorial process and publishing of the annual Anniversary Program Book and Concert and Ball Invitation, communication with all Concert and Ball Committees, Underwriting solicitations and fulfillment.

This position will also oversee management and fulfillment of all Restoration Office vendor and in-kind contracts and will work with the Senior Director and AOMRFO Coordinator to coordinate seating, attendee lists and all logistics for the Anniversary Concert and Ball. Additional responsibilities include oversight for the scheduling and creation of all Concert and Ball Committee and Academy Board meetings and events related to the Anniversary Concert and Ball and VIP cultivation events related to the Restoration Fund.  The Manager is responsible for keeping the Restoration Office on track with its monthly calendar of projects and ensuring that all projects meet the designated calendar deadline for review and completion.

The Manager coordinates all individual, corporate and foundation prospecting, grant writing and communication for capital projects for the Academy of Music Restoration Fund. In addition, the Manager is responsible for the coordination of all communications with Committee members, prospects and donors via appeal letters, quarterly newsletter drafting and production of emails.

The Manager is responsible for the coordination of all digital and print media for the Anniversary Concert and Ball and Restoration Fund and the coordination of those efforts with Orchestra PR, Marketing and Development Departments.

The Manager is the chief point of contact and overall administrator for all Academy of Music Young Friends coordination for the Concert and Ball and Restoration Fund activities.

The Manager of the Restoration Fund Office is responsible for working with the Senior Director and Philadelphia Orchestra Development staff to meet the annual fundraising goals of the Restoration Fund. This includes grant writing and all activities related to annual fund initiatives. This position is responsible for working with the AOMRFO Senior Director and Development Assistant and Orchestra Development staff on all prospect pipeline activities including research, ratings, tracking, strategy and execution.

During the Concert and Ball event and Program Book publication season, November 1 through the end of January, the Coordinator will be required to respond to evening and weekend email and phone calls from Trustees, staff and Concert and Ball Committee Co-Chairmen and Committee members to the best of their ability.

Essential Functions:

  1. The Manager oversees the Development Coordinator, AOM and the temporary, seasonal Development Assistant, AOM.
  2. Work with the Senior Director on all logistics, communications and operations related to the Concert and Ball, including, but not limited to, subcontractors, vendors, Committee meetings, phone, email and mail correspondence,  Committee meetings and events, event Underwriting, Box Office coordination, ticket designs, ticketing, Eblasts, corporate signage and all sales and advertising initiatives.  Assure the expenses for the Concert and Ball and the Restoration Fund are in alignment with the planned budget for the Restoration Fund Office.
  3. Manage the Concert and Ball invitation process through contracting the vendor, creation, design, the editing/proofing process and printing.
  4. Work with the Development Coordinator to plan the mailing process for the invitations.
  5. Assist in managing the process for seating at both the Concert and Ball.
  6. Coordinate all recognition and acknowledgement letters to vendors, donors and Underwriters.
  7. Oversee the tracking of all gifts in kind in support of the Ball, acknowledge and fulfill appropriately and assure compliance with internal finance reporting of such gifts.
  8. Manage all aspects of the Program Book production including the management of vendors such as designer, printer, and photographer.
  9. Manage Program Book solicitation and mailing to advertisers and donors. Oversee all correspondence to advertisers, donors and Committee members.
  10. Work with the Development Coordinator to manage the editorial process for the Program Book, including layout, design, photo captions and text and oversee the proofreading of the Program Book 
  11. Work with Senior Director and editorial staff to ensure Program Book is in compliance with organizational editorial standards.
  12. Manage the grant writing, tracking, submission and reporting for grants in support of the Restoration Fund.
  13. Collaborate with the Senior Director on the annual fund activities of the Restoration Fund Office including direct mail and other fundraising initiatives for capital projects.

Education/Experience:

College degree with 5 years development, fundraising, volunteer management and/or event planning experience required.  Strong writing skills required and candidates must provide three (3) writing samples.    Experience with database management and fundraising software required.

Knowledge/Skills/Abilities:

  1. Excellent interpersonal skills and ability to work collaboratively across the Development department and entire organization.
  2. Excellent organizational and communication skills (verbal and written).
  3. Strong time management skills and attention to detail essential.
  4. Must have sales experience.
  5. Experience with database management and proficiency in MS Office.
  6. Strong understanding of financial processes including invoicing.
  7. Ability to handle confidential information with accuracy and discretion.

Working Conditions/Physical Demands: 

Routine for office environment.  The employee will be required to attend meetings and events during evening and 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  19107

Temporary, Part-Time Seasonal Development Assistant, AOM Restoration Fund Office (AOMRFO)

Department: Development, Academy of Music Restoration Fund Office
Reports to: Manager, Restoration Office; Senior Director, Restoration Office
Status: Part-time, Temporary, Seasonal - September 7, 2015 through March 7, 2016

Summary:

The temporary, part-time seasonal Development Assistant in the AOM Restoration Fund Office is a position that will assist with the administrative aspects of all projects for the Academy of Music activities including the Academy of Music Restoration Fund, Anniversary Concert and Ball, prospect and donor cultivation events, data entry, event and gift processing, acknowledgements, tracking and reporting, all prospect research and research entry into the database and assistance with all major gift pipeline information.

This position is part-time and will be seasonal from September 7, 2015 through March 7, 2016.

Essential Functions:

  1. Process, record and acknowledge all telephone, mail, and Academy website online transactions for the Academy of Music, including Concert and Ball reservations, Restoration Fund contributions, Underwriting contributions, invoicing and tracking for all unpaid AOM pledges . All transactions will be completed within Philadelphia Orchestra Development and Finance Department protocols.
  2. Assist with all donor and attendee lists for Academy Newsletters, Anniversary Program Book and Orchestra Playbill. 
  3. Work closely with The POA’s Development Services department to develop and adjust systems and code and report on all gifts accurately.
  4. Assist with the coordination of the invitation process including list review, data entry and collating.
  5. Assist in coordinating the logistics for committee, internal, prospect, and donor meetings and events.
  6. Assist the Academy Restoration Office Manager and Coordinator with the production of the Anniversary Concert Program Book as needed.
  7. Assist with seating for the Academy of Music Concert and Ball as needed.
  8. Provide administrative support to the department, including drafting letters, updating, producing and organizing spreadsheets, producing reports, and coordinating printed materials.
  9. Answer Concert and Ball main phone number and process all inquiries, payments, donations or ticket purchases over the phone and by email.
  10. Assist in calling Attendees for seating questions and answers.
  11. Assist with prospect research for the AOMRFO and enter into the database information including individual, corporate, foundation and all biographical information on event committee members, within Philadelphia Orchestra Development database protocols.

Education/Experience:

College degree preferred with one year of development experience required; or equivalent combination of education and experience.  Strong and proven administrative skills required.

Knowledge/Skills/Abilities:

  1. Must possess strong time management skills and attention to detail.
  2. Excellent organizational and communication skills (verbal and written).
  3. Strong interpersonal skills and ability to work collaboratively across several departments.
  4. Experience with database management and proficiency in MS Office.
  5. Strong understanding of financial processes.
  6. Ability to handle confidential information with accuracy and discretion.
  7. Must be available to work evenings and/or weekends as needed.

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  19107

Assistant Controller

Department: Finance
Reports to: Controller
Direct Reports: Senior Accountant- Endowment, Payroll Supervisor; Accounts Payable Accountant

Summary:

The Assistant Controller will partner with the Controller and CFO to develop and enhance systems and internal controls for maximum efficiency, assisting in the month end close, financial reporting, account analysis/reconciliation, and annual audits. The Assistant Controller will establish and maintain positive working relationships, internally and externally, to achieve the goals of this position.

This position will oversee the Accounts Payable and Payroll function in addition to the work of the Senior Accountant for Endowment.

This position will also be responsible for business related taxes and compliance reporting for regulatory as well as funding agencies.  Oversee the central file management system including annual archiving of finance records.

The Assistant Controller will work with the entire Finance team to cross-train and foster knowledge to broaden this position’s skill set and provide for internal advancements, if warranted. This position will work cooperatively and effectively with all departments to assist with all fiscal processes including the budget and forecast process as required.   

The overall effectiveness and performance of the Assistant Controller will be routinely monitored and evaluated to ensure performance standards are met.

Essential Functions:

  • Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of The POA.
  • Serve in a leadership position working with the Controller and Sr. Accounting Manager on all aspects of the department’s function including assisting with the budget process and other fiscal planning and analysis functions.
  • Set priorities and determine strategies to move the department forward.  Set goals and create and implement actions plans.
  • Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
  • Facilitate the preparation of Federal and State information and tax returns including the IRS Form 990, State registrations for solicitation of contributions, Sales Tax Exemption applications and government census reports.
  • Assist with the development of internal controls and accounting policies and procedures.
  • Prepare reconciliations and settlements with special events or projects such as outside venues or the annual tour. Act as the primary accountant for the IT Shared Services function, including invoicing and reporting to partners and clients and reconciling variances.

Monthly Close and Annual Audits

    • Prepare journal entries and reconciliations for assigned sections and assist with special projects as required.
    • Review general ledger and financial statements on a monthly basis and provide analysis as needed.
    • Assist with year end audit and preparation of financial statements in accordance with GAAP.
    • Research emerging accounting issues that may impact the Organization and document the application of new accounting pronouncements.

Payroll

    • Manage the Payroll Supervisor and the relationship between Finance and Orchestra Personnel.
    • Review and approve payroll including tax withholding payments and quarterly payroll tax returns
    • Review and approve 403B, AFM payments and the application of EMG.

Accounts Payable

    • Manage the Accounts Payable Function through the activities of the Accounts Payable accountant and the co-op student.
    • Review invoices on a weekly basis to ensure correct coding and that appropriate support is included. Post to General Ledger.
    •  Maintain accounting software system for all vendor accounts attributes and contact information. Oversee vendor communication for all

Accounts Payable Inquiries

    • Write training documents and maintain the forms and documents provided on the organization intranet account.
    • Manage the annual tax reporting to vendors and foreign artists (1099 and 1042 forms).
    • Manage the Accounts Payable Accountant including reviewing and approving monthly journal entries and account reconciliations. Ensure that accounts receivable collections are progressing.
    • Review and post weekly cash receipts.
  • Point person for the central file system management. Coordinate the annual archive process. Maintain organization document for outsourced storage vendor.

 Endowment Accounting

    • Manage the Senior Accountant- Endowment whose duties include accounting for all endowment gift processing and investment activity.
    • Review and approve all monthly entries and balance sheet reconciliations.
    • Maintain permanent donor files to ensure accuracy and consistency in donor imposed restrictions. Assist in stewardship activities including donor reporting
    • Assist with the compilation of information for the Investment Committee and Board reporting
  •  Other duties as assigned

Education/Experience:

Bachelor’s Degree in Accounting or related field, CPA designation or graduate degree required.  A minimum of 5 years general or public accounting experience required and a background in not-for–profit is preferred.

Knowledge/Skills/Abilities:

  1. Advanced skills in MS Office required and an ability to quickly learn new software systems.
  2. Ability to communicate effectively.  Must speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
  3. Strong ability to engage and work closely with a wide range of staff and board members.
  4. Ability to effectively handle multiple tasks, identify improvement opportunities and promote required process changes.
  5. Strong highly developed analytical, communication and organizational skills with high detail orientation.
  6. Excellent understanding of GAAP accounting.

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  19107

Manager of Artist Services

Department: Artistic Planning
Reports to: Artistic Administrator
Direct Reports: Part-Time Staff, Interns

Summary:

The Manager of Artist Services is an important member of The Philadelphia Orchestra’s artistic staff, with substantial responsibility for day-to-day artistic and education activities and seamless department operation with significant opportunities for professional growth.  This position manages all artist care and activities surrounding rehearsals and concerts as well as the potential stewardship of special projects and initiatives. The Manager of Artist Services interacts with the Music Director and all guest artists, accommodating artist needs and planning and executing their travel, hospitality, schedules, itineraries, payments, rider fulfillment and any ancillary events.  The position initiates and maintains important relationships with outside vendors including artist managers, travel agents, hotels, and restaurants, etc.

The Manager of Artist Services is also a critical internal resource for POA staff, and is a key manager in the flow of information within the department and the institution. This position is an essential link to our performing artists, and is integral to executing our artistic and education programs, including touring and residencies. A highly motivated individual will take on additional responsibilities and develop independent projects within the Artistic and Collaborative Learning areas.

Essential Functions:

Artistic and Collaborative Learning Program Support

  1. Provide administrative support for special programs and artistic initiatives. Coordinate details across departments relating to artist needs, rehearsals, personnel requirements, production elements, marketing, PR and fundraising needs, and necessary budget documentation.
  2. Provide administrative support for Collaborative Learning programs as needed, which may include but not limited to assisting with Neighborhood concerts, Greenfield Competition auditions, Sound All-Around rehearsals, or other special initiatives.
  3. Oversee and manage special projects under the supervision of the VP of Artistic Planning and/or Artistic Administrator. This may include collaborations with external partners, development of alternative concert formats, new audience development initiatives and educational programs.
  4. Participating in touring and residency activities such as sponsor events, pop-up concerts and side-by-side events. Assisting Music Director on tour.
  5. Maintain broad overview of long-term Artistic Planning goals. Assist in developing departmental timelines and project prioritization.

Artist Liaison

  1. Secure all artist travel, hotel and ground transportation arrangements by coordinating with artist managers. Adhere to department timelines and communicate hospitality information in a timely manner.  
  2. Provide assistance to the Music Director for concert, administrative and planning needs. In close consultation with the Executive Office and the senior management team, manage Music Director calendar and coordinate Music Director schedule.
  3. Serve as primary contact for artist scheduling within POA, coordinating artist schedules with production, development, public relations, marketing, education and community activities (including Pre-Concert Conversations and Master Classes).  Supervise part-time staff in concert duty responsibilities including driving and transportation needs, post-concert activities, and hospitality at local attractions. 
  4. Create, maintain and distribute artist itineraries in advance of artist arrivals, following department timelines.
  5. In collaboration with the POA’s Marketing department, fulfill artist complimentary ticket requests. 
  6. Negotiate hotel rates and maintain current hotel list of rates and amenities.

Contract Administration

  1. Draft and issue contracts and riders as required under supervision of Artistic Administrator.
  2. In collaboration with Artistic Administrator, manage contract tracking and tracking of general department projects and workflow to ensure that contracts are executed and other deadlines are met in a timely manner.
  3. Process payments for guest artist fees per contract.

Concert Duty

  1. Supervise part-time staff to oversee all local transportation needs, including pick-up and drop-off from airport and train station upon arrival and departure.
  2. Maintain department concert duty staffing schedule and participate in rehearsal and concert duty rotation. Perform duties including but not limited to: preparing dressing rooms, managing artist tickets, maintaining backstage list, keeping detailed concert duty notes, driving artists as needed using POA vehicle, and fulfilling guest artist riders, as appropriate.

Administrative Duty

  1. Centralize all budget information and track expenditures under supervision of Artistic Administrator.
  2. Manage artist visa application process.
  3. Process vendor and artist invoices, and file expense reports for the Artistic Administration department.
  4. Prepare and issue conductor questionnaires as required under supervision of Artistic Administrator.
  5. Provide administrative, telephone and email support for Vice President of Artistic Planning and Artistic Administrator, as assigned.
  6. Manage ongoing maintenance, records and registration of POA vehicle with assistance from part-time staff as needed.
  7. Supervise interns assisting in preparation of weekly payments and invoices and other routine administrative tasks.
  8. In collaboration with Marketing and Public Relations departments, organize the collection of publicity materials from artists and facilitate interview requests to promote concerts.
  9. Perform OPAS repertoire and service data entry, as required.
  10. Maintain departmental files.
  11. Hire accompanists, score readers and page turners, as assigned.
  12. Other duties as assigned.

Education/Experience:

Bachelor’s degree, plus a minimum of three to five years related experience required.  Knowledge of orchestral repertoire and classical music artists is required.  Must possess a valid driver’s license and possess or be eligible to possess a valid passport and must be available for domestic and international travel.

Knowledge/Skills/Abilities:

  1. Strong interpersonal skills and discretion, with the ability to work with high-profile artists and personalities in an attentive, calm, and professional manner.
  2. Ability to retain confidential information.
  3. Knowledge of orchestral repertoire and classical music artists is essential.
  4. Ability to work effectively on multiple projects simultaneously in a fast-paced environment.
  5. Collaborative and open attitude toward co-workers.
  6. Proficiency in word processing and spreadsheet applications essential; knowledge of OPAS a plus.

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.  Domestic and international travel is required.

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  19107