Orchestra Personnel Manager (Regular/Full-time)

Job Division: Atlanta Symphony Orchestra

ASO, Orchestra Personnel Manager (Regular/Full-time)

Department: Orchestra Operations
Reports To: General Manager/Executive Director
FLSA: Exempt
Employment Status: Regular/Full-time

The Orchestra Personnel Manager is responsible for the effective and efficient management and administration of all orchestra personnel activities, and for maintaining a healthy and respectful day-to-day relationship between the members of the orchestra and the administration of the Atlanta Symphony Orchestra.

• Monday – Friday, 9am -5pm, with some nights and weekends required as needed.


The Orchestra Personnel Manager 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 the services of the orchestra. Vacation and time off will also coincide with the orchestra’s schedule. While conditions may alter the amount of time spent in any one area, the time limit spent on the position responsibility can be expected to be as follows:
• Personnel Management 20%
• Records 5%
• Rehearsal/concert management 15%
• Hiring of extras 10%
• Auditions 5%
• Payroll and Pension 10%
• Budgets and monthly updates 5%
• Contracts 5%
• Tours and runouts 5%
• Supervision 15%
• General 5%

A. Orchestra Personnel Management
1. Assist and advise the Executive Director, General Manager and Music Director in the overall management of the orchestra and establishment of orchestra personnel policy.
2. Ensure correct execution of the terms of the Collective Bargaining Agreement as they relate to orchestra personnel management, ASO/WAC personnel and benefit policies, and individual musician contracts.
3. Ensure that members of the orchestra adhere to all policies and applicable agreements and take or recommend corrective action if not.
4. Act as fist line of contact and a resource to others (Music Director, Executive Director, General Manager) in the resolution of a variety of personnel related issues.
5. Assign and coordinate relief, rotation and vacations.
6. Help the ASO adhere to its artistic standards by ensuring each seat is filled with a highly qualified musician.

B. Record Keeping
1. Maintain personnel, complaint, and attendance records and files.
2. Coordinate and ensure the proper implementation of leave requests, string rotation and individual contracts.
3. Assist in the creation of the schedule and the recording of vacations, split orchestras, relief, leave, rotation, wind /brass /percussion assignments and all auditions.
4. Regularly review concerns regarding scheduling of the above.

C. Rehearsal/Concert/Media Session Management
1. Ensure service start readiness through creation of seating rosters for each work, stage calls, attendance taking, calling and timing of breaks, services and overtime; explain service protocol and master agreement service terms to all conductors and step in to ensure compliance if necessary.

D. Hiring of Extras
1. With information provided by the library and in consultation with the conductor and Principal players, determine extras called for by score, check annual budget for same and receive General Manager’s approval prior to hiring extending beyond budgetary guidelines.
2. Maintain a working knowledge of available substitute and extra musicians and engage highly-qualified extra players in a timely manner.
3. Ensure that all hired musicians are eligible to work under all extant laws and policies, and ensure proper documentation of all hired musicians.
4. Manage and administer extra musician auditions as necessary.

E. Auditions
1. Oversee the complete scope of the audition process in compliance with the CBA, ASO audition policies, and audition code of conduct.
2. Manage the scheduling of auditions.
3. Manage audition days.
4. Arrange for alternative audition or selection methods when appropriate and necessary.

F. Payroll
1. Responsible for the administration and management of the complete scope of the payroll process. Administer the monthly AFM Pension Plan reporting.

G. Budgets and Monthly Updates
1. Develop annual budgets for orchestra member salaries and other compensation; extras and all incidental payments for musicians; monitor the budget and resolve any discrepancies; provide monthly monitoring.

H. Contracts
1. Master Agreement: Maintain files on all issues affecting personnel management and issues that may need to be addressed during Master Agreement negotiations or meetings with the Atlanta Symphony Orchestra Players’ Association (ASOPA). Serve on management negotiations team as requested.
2. Individual contracts: Maintain confidential file; negotiate and issue individual contracts on an as needed basis.

I. Tours and Runouts
1. Bus management; ensure rest and meal stops are in keeping with the Master Agreement. Maintain a travel log and elapsed travel time.

J. Supervision
1. Manage the Assistant Orchestra Personnel Manager and interact on a daily basis, providing training in all areas of responsibility pertaining to the orchestra.
2. Provide direction to the Assistant Orchestra Personnel Manager in all areas of Personnel Administration.
3. Manage all musicians, both full time and part time, on a daily basis to ensure smooth day to day operations of the orchestra and a timely, successful resolution to all personnel issues.

K. General Duties
1. Attend meetings, including staff, production, ASOPA, and any other meetings involving musicians.
2. Assume other projects and duties that may be assigned by the General Manager or Executive Director from time to time.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:
• Bachelor’s Degree or comparable experience, preferably in music.
• Three years minimum experience as a personnel manager of a regional or major orchestra or an assistant personnel manager of a major orchestra.
• Preference for candidates who have performed on a high level on an orchestral instrument.

Skills and Abilities:
• Highly developed people skills.
• Ability to manage multiple tasks.
• Ability to interact with various positions at all levels of the institution.

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Some standing, walking, bending, frequent use of hands, stooping and light lifting (at least 10 pounds) is needed.
• The noise level in the work environment is usually moderate.