Orchestra Operations Coordinator - KCOHO WNO

About the Washington National Opera

In 1956, the sound of opera rang out in DC, heralding the birth of a new company. Four decades and countless artistic leaps later, Washington National Opera continues to move boldly forward on the great adventure that began years ago in a university auditorium. Washington National Opera is now one of the nation's leading opera companies and plays to standing room audiences in the Kennedy Center.

Kennedy Center Mission Statement: As America's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across the United States and around the world, connecting the greatest living artists with audiences of every stripe, no matter their background. We welcome all Americans and creators and visitors from across the globe to discover, experience, learn about, be inspired by, and engage with the arts.

Why Join Us

We offer a total rewards package to all full-time employees to include:

• Staff offers for discount tickets
• Retirement plan with organization matching (after 1 year of employment)
• Qualifying employer for the Public Student Loan Forgiveness Program (PSLF)
• Commuter programs including pre-tax options for discounted parking and SmartBenefits (WMATA)
• Annual Leave, Sick Leave, and Personal Days available immediately upon hire
• 11 paid holidays per year
• Medical, Dental, and Vision benefits with FSA and HSA options, and paid FMLA

Pay Details

The Kennedy Center strives to design equitable compensation programs. The projected salary range for this position is $50,000 - $55,000, commensurate with experience, and includes a comprehensive benefits package. This is the targeted range of possible compensation for this role at the time of posting. This range may be modified in the future. Base pay within the range is ultimately determined by a candidate's skills, expertise, and experience as it relates to the position qualifications and responsibilities.

Job Description

The Orchestra Operations Coordinator for the Kennedy Center Opera House Orchestra/Washington National Opera Orchestra supports the Director of Orchestra Personnel & Operations, the Orchestra Personnel Manager, and the Music Director.

In a rapid-paced environment, this position must be able to meet deadlines and prioritize work. The Orchestra Operations Coordinator must be able to maintain composure under pressure, foster excellent working relationships, and handle confidential matters with care. This position has a significant amount of evening and weekend hours.

Key Responsibilities

Provide Administrative Support to the Orchestra Management Team.

• Create and maintain the administrative documents needed throughout the season including playbill rosters, security and stage door lists, musical theater split book schedules, dress rehearsal pass lists, and alternative service documents.
• Under the guidance of the Director of Orchestra Personnel and Operations, administer the tenure review process for all probationary musicians.
• Attend meetings between the orchestra committees, musicians, and management and take accurate meeting minutes. Prepare and distribute documented reports as needed.
• Assist with revisions, formatting, and printing of orchestra collective bargaining agreements, side letters, and other contract related documents. o Distribute orchestra wide emails and information including Kennedy Center staff-wide emails, ticket offers, construction updates, payroll information, etc.
• Request, collect and distribute parking vouchers.
• Create and maintain KCOHO/WNO bulletin boards keeping updated with current events and post notices.
• Distribute, document, and collect KC Guest Artists IDs
• Use ArtsVision to reserve practice rehearsal space for musicians as requested.
• Inventory and monitor orchestra lounge supplies and storage.
• Submit Payment Request to the Finance department of behalf of the team.
• Coordinate the shipping and receiving of packages, purchases, and instruments.
• Organize yearly harp and timpani maintenance in the summer and oversee percussion repairs.
• Pick up and distribute musician paychecks weekly.
• Distribute Post-Notices.

Work in Rotation with Orchestra Management Team to Provide Show Coverage

• Share the responsibility of attending rehearsals and performances as scheduled by the Director of Orchestra Personnel and Operations o Monitor beginning and ending times, breaks, attendance, and compliance with the AFM collective bargaining agreement.
• Report any problems or disputes directly to the Director of Orchestra Personnel and Operations
• Provide service reports to management to keep everyone apprised of events occurring during services.

Serve as the Team Lead for Chamber Sized Events

• Manage all chamber sized events such a s Millennium Stage, Reach Concerts, donor events, and community engagement performances. o Coordinate all aspects of these performances with KC Marketing, Programming and Production departments.
• Prepare performance reports and payroll documents for these performances.
  
  
  

Auditions

• Act as team lead to manage all administrative aspects of auditions as vacancies occur.
• Announce vacancy, place ads, process resumes and maintain candidate database, coordinate screening and audition committees, assemble candidate packets, monitor auditions email folder and respond to candidates, and coordinate audition schedules with staff and accompanists.
• Share the responsibility of ensuring smooth operations during audition days with the Orchestra Management Team. oManage required meals for crew members, committee members, and staff on audition days.

Maintain and Update Historical Documents

• At the end of each engagement, update all documents including the KCOHO instrumentation database, vendor information, percussion inventory database, electronic and paper personnel files, and visiting company and conductor notes.
• Annually update the tenured musician contact list, the substitute musician list, and the musical theater substitute list.
• Maintain strict confidentiality of all documents.
• Maintain and update musicians' locker and combination information.

Act as Point of Contact and Support for the Music Director

• Be available to assist the Music Director of the Ballet/Opera Orchestra whenever he/she is on site.
• Schedule and coordinate meetings that occur between the Music Director and committees or management.
• Assist the Music Director in seeking comments as part of the tenure review process for all probationary musicians.

Other duties as assigned.

Key Qualifications

• Up to 2 years of administrative experience, and knowledge of opera, ballet, musical theater, and symphonic repertoire. Prior experience in artistic operations is highly desirable.
• Experience working in a union environment preferred.
• Candidate must be local or willing to relocate to the DMV area. Relocation assistance is not provided.
• Candidate must be willing to work onsite.

Additional Information

• Varies from sedentary office work to frequent walking to and from many locations within a large building.
• Use of stairs and ability to physically maneuver around equipment and instruments necessary.
• Must be able to work flexible hours, including evenings, weekends, and holidays as the orchestra schedule demands.
• Some elective travel may be offered.
• The noise level in the work environment varies. Office environment involves normal office conversation, meetings, phone calls, and printer and computer noises. Orchestra service environment includes frequent exposure to elevated levels of sound from instrumentalists.