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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

Manager, Collaborative Learning

Department: Collaborative Learning
Reports to:
Director, Collaborative Learning
Supervisor to: Co-Op, Collaborative Learning

Summary:

The Manager, Collaborative Learning is responsible for implementing, optimizing, and sustaining the Collaborative Learning initiatives of The Philadelphia Orchestra. Under the supervision of the Director, Collaborative Learning, the Manager oversees a broad portfolio of projects with a focus on Schools, Communities, and Families. In addition, this position will be an essential part of the development of new initiatives focused on expanding music-making opportunities for Philadelphia and global partners through collaborative, civic-minded solutions to community needs. An integrated part of the POA team, the Manager will work closely with all aspects of the organization, including Musicians, Board, Staff and the communities that we serve.

Essential Functions:

  1. Implement Collaborative Learning programs of The Philadelphia Orchestra for Schools (School Concerts, School Partnership Program, Teacher Training, Open rehearsals), Communities (PlayINs, Side-by-sides, Neighborhood Concerts, Greenfield Competition), and Families (Sound All Around, Family Concerts)
  2. Develop and manage relationships with schools, teachers, and arts service providers in the greater Philadelphia area, particularly the School District of Philadelphia, to support training, curriculum/program development, and collective impact initiatives.
  3. Contribute as an active part of the Collaborative Learning team in order to meet institutional objectives; assist in strategic planning as required.
  4. With the Director, Collaborative Learning, effectively develop, manage, and steward complex partnerships with external partners and stakeholders including, but not limited to: local communities (with a focus on those who are underserved), school districts, arts education, higher education, and social service organizations.
  5. Work closely with the musicians of the Orchestra in the area of educational activities.
  6. Support the design and implementation of evaluative metrics across programs.
  7. Develop language and presentations for Collaborative Learning initiatives for marketing, funders, and Board.
  8. Supervise the development of curriculum materials and resources for School Concerts, with a Support Artist Planning Department, particularly around programs that have educational/community elements.
  9. Work closely with other staff departments to oversee production, marketing, artist management, ticketing, and event logistics for assigned concerts and programs.
  10. Manage contract administration including fee negotiation, issuance of contracts, approval of riders, and distribution of payments associated with Collaborative Learning programs.
  11. Prepare, monitor, and reconcile programs budget per finance department guidelines and deadlines.
  12. Attend meetings of the Musicians’ Education Committee and Board Education Committee. Take and distribute minutes of these meetings. Schedule and arrange regular meetings of these committees with staff.
  13. Serve as a cross-departmental resource for the organization to ensure effective communication internally and externally around music/arts education and advocacy.
  14. Perform additional duties as assigned.

Education/Experience:

Bachelor's degree required; M.A. degree (or higher) preferred, plus a minimum of two to four years of arts administration experience; or an equivalent combination of education/training and experience.

Knowledge/Skills/Abilities:

  1. Strong commitment to music’s role as an agent for social change and community building.
  2. Thorough understanding of different music education and teaching artist pedagogies, particularly for youth, and the culture of orchestras, choirs and/or community music schools.
  3. Experience in collaborative program design and development coupled with a successful track record of sustainable implementation and execution of large-scale projects.
  4. Ability to communicate and work with multiple constituencies.
  5. Demonstrable experience working with Orchestra musicians, music teachers and students.
  6. Experience working in community settings with a track record of achieving shared goals and successful program execution with multiple stakeholders and agendas.
  7. Excellent verbal and written communication skills with demonstrable ability to effectively facilitate meetings and present publicly and provide professional and appropriate business level written information utilizing various media.
  8. Broad orchestral training and experience with a strong knowledge of orchestral repertoire.
  9. Ability to work well on a team and in a high-pressure, multi-tasking environment.
  10. Strong desktop computer skills (business professional level) and excellent time management and organizational skills.
  11. Ability to work with diverse personalities and populations.
  12. Ability to work cooperatively in a small open workplace environment.
  13. Knowledge of state or national learning standards preferred.

Working Conditions/Physical Demands:

Routine for office environment. The employee will be required to travel to and attend meetings, events, schools, and programs during daytime, evening, and weekend hours. The employee may also be expected to attend community-based meetings and networking opportunities during business hours, and 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

Production Manager

Department: Orchestra Advancement and Operations
Reports to:
Director of Touring and Operations
Supervisor to: Philadelphia Orchestra Stagehands

Summary:

The Production Manager is responsible for the execution of day to day operations including managing all Philadelphia Orchestra subscription programs as well as special concert productions in The Kimmel Center, the Academy of Music, on run-outs, at summer festivals and on tour. This individual will bring and implement a creative vision that pushes the design and theatrical boundaries of the concert experience, and will implement the Music Director’s and other production partners’ creative vision. The Production Manager provides production and administrative support to the Director of Operations.

The Production Manager works closely with the Director of Touring and Operations, Orchestra Manager, Orchestra Personnel Manager, Assistant Personnel Manager, V.P. of Artistic Planning, Artistic Administrator, marketing department and Kimmel Center operations staff.

Key Responsibilities:

  1. Responsible for the production and execution of all concerts in all spaces of the Kimmel Center including equipment and instrument rentals, creating supertitles and calling cues, collaborating with stage manager and artistic department on stage plots, supervising stage crew and hiring extra stagehand labor as needed. Work with media partners in scheduling labor and production needs associated with broadcasts, IMAG, audio and video recordings. Collaborate with Director of Touring and Operations, artistic and marketing departments on determining seat kills, choir loft and stage extension usage.
  2. Manage Kimmel Center space usage for The Philadelphia Orchestra, processing booking inquiries from Philadelphia Orchestra staff including chorus rehearsals and warm up spaces, audition times, tech-holds, receptions, meetings and special events. Ensure current season calendar of events and Kimmel Center calendar correctly reflect Philadelphia Orchestra use and needs. Manage room requests for musicians and maintain sign-up sheet system.
  3. Manage musician instrument insurance policy including updates, claims and billing. Maintain orchestra owned instruments and equipment, piano tuning and selection schedules and distribution of keys for instrument and wardrobe lockers and Philadelphia Orchestra spaces in The Kimmel Center.
  4. Responsible for development and execution of the internal production budget including reforecasts as requested by Executive Vice President of Orchestra Advancement, Orchestra Manager and Finance department. Create pro forma budgets for potential productions and advancement of special projects in collaboration with artistic and marketing departments. Responsible for processing and tracking all department invoices.
  5. Lead weekly production meetings communicating cross departmentally with artistic, operations, personnel, marketing, development, public relations, media and Kimmel Center staff. Work in close collaboration with members of the Operations, Artistic and Education departments to fulfill the execution of concert planning and creative vision. Attend bi-weekly library meetings with operations and artistic staff.
  6. Collaborate with all departments on residency planning, implementation and execution on the ground. Assist and support Director of Touring and Operations in the organization and execution of travel, lodging and logistics for tours and residencies.
  7. Create, edit and distribute season date book and summer date book pages, printed and electronic versions.
  8. Participate in concert duty rotation with Director of Touring and Operations.

Education/Experience:

Bachelor’s degree required with three (3) to five (5) years prior orchestra & production administrative experience required or relevant combination of education and/or training and experience. Ability to read music and familiarity with orchestral repertoire required.

Knowledge/Skills/Abilities:

  1. Experience and expertise with multimedia productions and theatrical productions.
  2. Ability to read music and familiarity with orchestral repertoire.
  3. Excellent interpersonal and communication experience essential.
  4. Working knowledge of Microsoft Office (extensive Excel experience) and OPAS.
  5. Proven problem-solving skills in high-pressure environment.
  6. Strong organizational skills.
  7. Able to multi-task & prioritize several projects in a fast-paced office environment.

Working Conditions/Physical Demands:

Routine for office environment. The employee may be required to travel with the Orchestra off-site on run-outs, tours and residencies, domestic and international, 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  19107

Staff Accountant

Department: Finance
Reports to:
Accounting Manager and Senior Accounting Manager

Summary:

The Staff Accountant plays a vital role in the Finance department of The Philadelphia Orchestra Association. This position will contribute to the efficient and effective workings of the Finance department by executing daily tasks with a strong attention to detail. This role will utilize strong accounting knowledge, time management skills and effective problem solving to ensure success.

The Staff Accountant is responsible for assisting in all aspects of the monthly close process, preparing journal entries and reconciling balance sheet accounts and providing information to staff as required. This position is also responsible for partnering with the Human Resources Department for timely processing of benefit invoices and billing resolutions.

Essential Functions:

  1. Prepare journal entry and analysis as part of the month end process.
  2. Maintain monthly account reconciliations.
  3. Work closely with members of all finance staff to ensure accuracy in monthly reporting, projections and annual budget.
  4. Ad hoc accounting reporting requests.
  5. Process all benefit vendor invoices using vendor portals and internal data provided by the Human Resources Department. Work with benefit vendors for timely resolution of billing issues.
  6. Other duties as assigned.

Education/Experience:

Bachelor’s degree in accounting required along with a minimum of 2 to 4 years of general accounting experience.

Knowledge/Skills/Abilities:

  1. Strong MS Office Skills required.
  2. Excellent communication skills, self-motivated and high attention to detail.
  3. Ability to work as part of a team and respond to changing priorities with flexibility.
  4. Quick learner with exceptional organizational skills and the ability to manage a high volume of diverse activities in a fast-paced performing arts environment.

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

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

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

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