Operations & Personnel Coordinator

Who is the Pittsburgh Symphony Orchestra?Known for its artistic excellence for more than 120 years, today the PSO is the region’s national and international cultural ambassador. A two-time 2018 GRAMMY® Award-winning orchestral ensemble credited with a rich history of concerts, performances, and recordings with the world’s finest conductors and musicians, the PSO consistently demonstrates a genuine commitment to Pittsburgh’s citizens, regional communities, and vibrant cultural scene.  Now entering its 130th season, the internationally acclaimed Pittsburgh Symphony Orchestra (PSO) engages audiences of all ages through unparalleled live musical experiences, community collaborations, and educational programming that enrich every life with great music.  Job Purpose: The Operations and Personnel Coordinator assists the Director and Manager of Orchestra Personnel in administering the personnel of the orchestra and aids the Operations department with daily support and coordination of logistical needs.Essential Duties and Responsibilities:

• Communicate schedule to the Orchestra via the summary schedule, tentative yearly schedule, weekly call sheets, schedule changes, and online data access; create and send the orchestra weekly memo.
• Track all schedule changes and manage schedule contract tracking.
• Assist in maintaining season calendars via OPAS and other tracking documents.
• Manage production of the yearly schedule booklet.
• Monitor departmental meeting schedules and agendas with attention to upcoming deadlines, contractual milestones, the PSO’s financial calendar, and other periodic reminders for the Operations department. Schedule weekly department meetings in coordination with the orchestra calendar and staff availability.
• Endeavor to create an atmosphere in which musicians can perform at their highest level on a daily basis; ensure effective communications among musicians and staff; maintain confidentiality and discretion in musician relationships.
• Maintain a thorough knowledge and understanding of the Trade Agreement, work rules, policies, and individual musicians’ contracts.  Responsible for addressing musicians' routine issues and compliance, escalating complex issues to Director of Orchestra Personnel and/or Vice President of Operations.
• Staff assigned PSO services as personnel on duty, including rehearsals, performances, and recording sessions. Ensures proper working conditions, correct breaks, and service start and end times.
• Provide administrative support including attendance records and media reporting.  Provide logistical support for orchestra auditions.
• Participate in concert duty rotation as Manager on Duty or Personnel on Duty as assigned.
• Assist VP of Operations with the service exchange program, including creating surveys, tracking service exchange activities and credits.
• Assist the VP of Operations and the Director of Orchestra Operations in tour preparation, including, coordination of hotel/flight arrangements; managing of tour questionnaires; entering tour information into the tour database; managing tour invoicing and reimbursements; recording the tour budget; assisting in obtaining necessary tour documentation such as passports, visas, and tax documentation.
• Maintain working knowledge of the Collective Bargaining Agreements with the AFM and IATSE.
• Other duties as assigned.

Required Education and Experience:

• Bachelor’s degree in related field.
• Knowledge of orchestral repertoire and instrumentation.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint), Outlook and Teams, and desktop publishing and database software (such as: OPAS, Financial Edge) expected.
• Applicant must have strong communication skills and be a team player.
• Applicant should be a self-motivated, high-energy individual.
• Ability to work flexible hours, particularly weekends and evenings.

Preferred experience:

• Experience in arts administration.

Physical requirements:

• Ability to work on a computer for extended periods of time.
• Ability to operate related equipment, i.e. computer, copier, scanner.

Compensation and Location:This is a full-time, exempt position with an annual salary range between $47,000 - $50,000 depending upon experience.  The PSO offers a comprehensive benefits package which includes paid holidays, paid time off, employer paid health benefits, and retirement savings options with an employer match. Heinz Hall in downtown Pittsburgh is the primary work location for this position. The PSO supports a flexible, hybrid work environment, including both in-person and remote work. This position does include working on weekends and evenings during PSO concerts or events.Pittsburgh Symphony, Inc. (PSI) provides equal opportunity to all qualified employees and applicants for employment without regard to race, color, religion, sex, gender, pregnancy, sexual orientation, gender identity, genetic information, ancestry, national origin, age, physical or mental disability, marital status, veteran status, or any other class or category protected by local, state, or federal law.The specific statements shown in each section of the description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The PSI recognizes that an individual with a disability may require a job modification/accommodation to enable them to successfully perform a job function.  Consideration will be given to such requests. Such requests should be directed to Human Resources.

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