Temporary Orchestra Personnel Assistant

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Temporary Orchestra Personnel Assistant


The Orchestra Personnel Assistant reports directly to the Orchestra Personnel Manager and works in a close-knit team with the Senior Director of Orchestra and Education Planning, Orchestra Personnel Manager and Orchestra Personnel Administrator. This is a fixed-term, part-time (28 hours/week) position through August 1, 2020.

Orchestra Personnel Administrative Responsibilities

Assist orchestra members as needed.
Maintain, produce and report on weekly orchestra attendance, sick leave records, string seatings, rotation postings, and department credit card expenses.
Create and distribute monthly rehearsal order documents, weekly leave summary, and other postings.
Maintain Floating Vacation/Option weeks/Leave of Absence chart.
Make updates to weekly payroll tracking database.
Create and distribute a packet of seasonal information to the orchestra.
Coordinate and manage complimentary ticket lottery for musicians.
Type, copy, and distribute correspondence, memoranda, and other materials, requiring knowledge of Symphony procedure and CBA, to SFS musicians, staff and other constituencies.
File, organize and maintain correspondence and records (electronic and physical).
Replenish orchestra personnel office supplies as needed.
Handle phone, e-mail and in-person inquiries from the public, staff and orchestra members regarding scheduling and general questions.  Often acting as office receptionist.
Coordinate yearly Orchestra photos: work with PR department and Musicians to schedule photography sessions. Update Orchestra photo wall in lobby as needed.
Maintain records and project data in ArtsVision orchestra management software.
Additional projects as assigned.

SFS Audition Responsibilities

Process and respond to inquiries from applicants for multiple International auditions.
Maintain all audition records and files, both digital and physical
Assist with audition day activities, including: preparing audition facilities and assisting in running of auditions; preparing and distributing audition materials and supplies; ordering meals for committee; greeting and assisting candidates; assisting supervisors and committee members as needed.
Coordinate post-audition activities, including: communicating with audition candidates; arranging airline and hotel reservations for qualified candidates; tracking and reporting audition expenses.

Excellent verbal and written communication skills.
Proficiency in MS Word, Excel required.  Experience with SharePoint and databases such as Access desired. Experience with ArtsVision software a plus.
Must possess excellent organizational skills, ability to work independently and establish priorities.
Previous administrative experience and strong classical music background desired.
Audition coordination experience or experience working in an orchestra personnel department a plus.
Ability to work flexible hours, including some evening and weekend work; extra hours required for auditions.
Ability to maintain a sense of humor and work well with a variety of people in a fast-paced environment.
Discreet attitude and ability to maintain confidentiality a must.
Bachelor’s degree or equivalent experience.

To apply, please visit our website at www.sfsymphony.org.  Under the About Us tab, go to the Careers and Auditions page and click on “Jobs at the SF Symphony.”  Search for this job and click on “Apply for this Position” to submit your resume, cover letter, and application.


The San Francisco Symphony, under Music Director Michael Tilson Thomas, is one of the country’s leading orchestras. Some 220 concerts each year reach an audience of more than 600,000, while national and international broadcasts, heard on more than 215 radio stations, reach millions more. The Symphony has its own recording label, SFS Media, and its recordings have won some of the world’s highest honors. Its multimedia initiative, Keeping Score, has reached over six million people with television and radio broadcasts, DVDs, and an interactive website. The Orchestra tours extensively throughout Europe, Asia, and the United States, and its outstanding artistic reputation enables it to attract the world’s finest guest artists and conductors to Davies Symphony Hall. More than 70,000 young people are served each year by the Symphony’s numerous education programs, including its internationally renowned Youth Orchestra and Adventures in Music (AIM), which reaches every 1st through 5th grader in San Francisco’s public schools. The organization is led by President Sakurako Fisher and Chief Executive Officer Mark Hanson.

The San Francisco Symphony’s mission is to set the highest possible standard for excellence in musical performance at home and around the world; enrich, serve, and shape cultural life throughout the spectrum of Bay Area communities; and maintain financial stability and gain public recognition as a means of ensuring its ability to fulfill its mission.

The San Francisco Symphony is an Equal Opportunity Employer.