Audition and Hiring Coordinator Job at The Woodruff Arts Center in Atlanta

Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation's third largest arts center. Comprised of three Art Partners-Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art-there's a role for everyone at The Woodruff.

Reports to:
Vice President & General Manager
FLSA:
United States of America (Exempt)
Employment Status:
Regular/Full time
The Atlanta Symphony Orchestra is committed to serving our mission by promoting an equitable and inclusive culture where everyone feels valued, appreciated, and free to bring their whole selves to work; and to find intentional ways to grow in our understanding and support of others.

The Atlanta Symphony Orchestra is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, class, religion, country of origin, political belief, (dis)ability, age, gender identity, sexual orientation, protected veteran status, or any factor protected by law. Members of underrepresented groups are encouraged to apply.

POSITION ROLE: The Audition and Hiring Coordinator is the primary administrator for the Personnel Office for hiring of all non-member (guest, substitute, extra) musicians and of all auditions (national, local, tenured-track, 1-year, substitute, etc.) for the Atlanta Symphony Orchestra. The Audition and Hiring Coordinator is responsible for executing all administrative and operational day-to-day tasks associated with musician hiring and musician auditions. This position is the primary liaison with non-member musicians, and audition candidates, and manages all records, databases, correspondence, and mailings related to these individuals. This is an outward-facing role and requires an individual who will represent the ASO professionally, competently and inclusively. The Coordinator will ensure that all non-member musicians of the highest possible caliber are hired in a timely manner following ASO's values including diversity, equity and inclusion and in compliance with the employment laws of the State of Georgia. The Coordinator ensures that all auditions are executed fairly, effectively and efficiently according to, at minimum, the ASO's Collective Bargaining Agreement (CBA), participation in the National Alliance for Audition Support (NAAS), and attention to the ICSOM Audition Code of Ethics.

Due to the fast-paced and high volume of activity, the Coordinator will need to be extremely organized, responsive, detail-oriented, able to communicate clearly and quickly, and multi-task across a variety of different tasks ensuring that stakeholder needs are met fully and promptly. This role would suit someone who understands work-life integration and who cares deeply about musicians and the symphonic and symphonic choral art form. In all orchestra-related matters, the Coordinator is responsible for maintaining compliance with the ASO's Collective Bargaining Agreement (CBA) and should know orchestra policies and procedures, and have discretion in handling confidential personnel matters.

KEY RESPONSIBILITIES:

ASO Auditions

• Advise VP & General Manager and Music Director on hiring priorities/needs and take responsibility for maximizing audition/hiring possibilities for the strongest artistic outcome which includes identifying and executing strategies to attract the largest volume of candidates of the highest caliber to join the ASO.
• Once vacancies are identified, coordinate with VP & General Manager, the Music Director, and the audition committee to identify specific dates for auditions based on availability in the calendar and prioritization from the Music Director.
• Serve as the primary Employer representative to execute the CBA guidelines for the employment of new personnel (CBA X.2), working with musician representatives to coordinate audition committees and organize and disseminate all audition materials, repertoire, and information.
• Assist to prepare and manage the budget for the audition process.
• Ensure union approval of materials and timely placement of advertisements (International Musician, Audition Forum, etc.) and notices (to alumni lists of conservatories and schools of music) to support quality candidate turnout.
• Responsible for all matters related to musician (sub/extras/regular) auditions: space booking, hiring priorities, advertising, maintaining accurate and up-to-date candidate and non-member musician database/statistics/files, generating candidate and committee audition packets and mailings, managing communication with candidates and audition committees, ensuring audition pay, scheduling of audition time, reimbursing finalist expenses when appropriate, etc.
• Liaise with Music Director, Atlanta Symphony Orchestra Players Association (ASOPA), section principals and relevant staff to create and distribute audition timetables. Managing communications with the Music Director regarding auditions will be a critical part of the role.
• Collect applications and resumes and clearly communicate information to the candidates from start to finish, including post-audition wrap-up; coordinate travel and hotel arrangements for finalists and for trial weeks.
• Assist to manage all audition logistics including hiring and assigning audition proctors and runners, preparing day-of audition materials, audition set-up, meal breaks, audition clickers, monitoring of audition protocols, electronic devices, etc.
• Communicate on a regular basis with audition committees for any schedule updates / changes.
• Must be physically available to assist audition candidates and audition committees throughout the process.
• Liaise with the ASO Library and musicians to finalize repertoire lists and distribute musical excerpts including those for chamber or excerpt rounds and trial weeks.
• Manage auditions (and all associated tasks) for the Fellowship program and track Fellowship activities for current Fellows.
• Ensure that the candidate practice and dressing rooms are available and ready for candidates and that the stage is properly set for auditions.
• Manage technological processes of auditions ensuring such places as the ASO website, online application forms, and audition email account are constantly monitored and inquiries responded to.
• Participate and assist in musician Audition Task Force or other relevant committee work.

• With work with senior leadership (Music Director, Musician Principals, General Manager, and/or Senior Manager of Orchestra Personnel), to hire guest, substitute and extra (non-member) musicians needed for all ASO services.
• Advise Music Director and General Manager of any personnel matters related to non-member musicians.
• Work with Principals to identify personnel and then to execute hiring well in advance subs/ extras for known needs before and during the season including booking for non-classical and trialists from the audition process.
• Posting a completed string personnel list on OPAS a minimum of three weeks in advance of the start of each program/project (some lists will be required earlier).
• Oversee and track the equitable selection process of substitute and extra musicians with a focus on equity and inclusion.
• Work with section leaders to regularly (no less than once a season) assemble, disseminate, and analyze non-member musician evaluations from sections to determine hiring priorities and pool.
• Organize local annual non-member musician auditions with a specific focus on expanding the pool of qualified non-member string players.
• Maintaining a log of which non-member musicians have been asked for each program/project
• Distribute and collect completed tax and I-9 forms. Maintain a current list of local musicians for each instrument and work with Musician Principals, General Manager and/or Senior Manager of Orchestra Personnel in coordinating evaluation of such lists through the substitute review process.
• Serve as the primary liaison with substitute and extra musicians as needed, and notify subs of all details of schedule, dress, parking, employee paperwork, etc.
• Responsible for ensuring the needs of non-member musicians are appropriately met, including the booking of local accommodations and reimbursement of travel expenses per ASO travel/accommodation policies.
• Provide orientation for non-member and new musicians to their responsibilities and to orchestra procedures.
• Coordinate with the Senior Manager of Orchestra Personnel to prepare the payroll and, if relevant, media payments for non-member musicians.

Personnel and Operations

• Assist on a daily basis about any issues and help to resolve any orchestra personnel-related matters.
• Answer routine requests for information and handle complex and sensitive inquiries or refer them to appropriate persons.
• Assist the Senior Manager of Orchestra Personnel in monitoring various policies such as length and intermissions of services, stage conditions, attendance, and seating.
• Assist with the creation and distribution of musician materials including posting schedules and issuing official communications for the orchestra to ensure that all orchestral personnel, Artistic and Operations and Concert Operations are aware of any relevant changes.
• Assist the Senior Manager of Orchestra Personnel in maintaining proper instrumentation on stage and recording attendance records of all events.
• Assist the Senior Manager of Orchestra Personnel in communicating confirmations of leave requests to orchestra members. Maintain confidential musicians' personnel records.
• Assist in the management of rehearsals and participate in concert duty rotation-when not otherwise occupied with auditions.
• Provide clerical support including composition of documents, memos, and reports, filing, processing mail, copying, preparing vendor check requests, and scheduling meetings.
• Participate in regular meetings with Artistic and Operations team and various committees, as required.
• Perform other duties as assigned.

QUALIFICATIONS:

• Must be highly organized, have strong attention to detail and a strong sense of urgency.
• Adept at handling multiple projects at once and demonstrated success in organized work, meeting deadlines, and setting priorities.
• Excellent interpersonal and communication skills along with concise writing proficiency.
• Proven problem-solving skills in high-pressure environments with an ability to work independently and make critical decisions in emergency situations.
• Effective at maintaining interpersonal relations at all levels of an organization with people of all backgrounds.
• Familiarity with symphonic repertoire; Candidates who have performed on a high level on an orchestral instrument or personally taken orchestral auditions preferred.
• An ability to act with discretion and handle sensitive, confidential information is required.
• Physical requirements include walking, standing, and moving for extended periods of time. Must be able to lift and carry up to 40 lbs.
• Coordinator will be evaluated on the number and level of audition candidates as well as feedback from musicians, chorus members and candidates.
• Must be available by telephone or cell phone on evenings and weekends.

SPECIFIC CONDITIONS OF WORK:

The Hiring and Audition Coordinator is a full-time exempt position with hours and days of work which may vary widely depending on the time needed to fulfill the responsibilities of the position. This will include some nights and weekends coinciding with orchestra service and audition days.

MISSION OF THE ATLANTA SYMPHONY ORCHESTRA:

The Atlanta Symphony Orchestra unites, educates, and enriches our community through the engaging and transformative power of orchestral music experiences. The core of our passion is the rich history of symphonic repertoire spanning centuries. We honor this body of work by holding ourselves to the highest artistic aspirations, bringing it to life in new and exciting ways. While we pay homage to the great masters, we also seek out new voices that speak to our contemporary landscape. As we perform, we engage the diverse international community of our city, bringing people together in harmony-including our youngest citizens, with extensive opportunities for youth and families to fall in love with music.