Orchestra Librarian

Administrative Assistant 2

Job Opening ID: 41770 - Position Number: 3536 - Job Code: 210002

Job Summary:

Under general supervision from the Associate Dean for Administration, Finance and Planning and faculty Director of Orchestras, manages administrative and operational functions of the Bienen School of Music Office of Orchestras and Library, a major area of the Conducting and Ensembles Program. Provides support for the NU Symphony Orchestra, NU Chamber Orchestra, Philharmonia, Opera Orchestra and Orchestral Conducting Classes.

Principal Responsibilities:

  • Serves as administrative assistant for the Office of Orchestras and Library working closely with the Director and Associate Director of Orchestras; represents office at meetings, as assigned; conducts research; serves as liaison between orchestras, as well other ensembles (bands and choral organizations), faculty and administrative offices; assists faculty with the preparation and submission of student grades. Manages all communications and student staffing for the orchestra office. Provides varied administrative functions that include preparation of correspondence and communications, organization of files, photocopying, preparation and analysis of reports. Serves as primary contact for Bienen School staff and faculty to coordinate ensemble collaborations and conducting program matters.
  • Serves as the orchestra librarian for conductors and students of the Bienen School of Music and oversees the maintenance and development of the Orchestra Library, which includes cataloguing, data entry, ordering music (rentals or purchase) for NUSO, NUCO, Philharmonia, Opera Orchestra, and Summer Orchestra, check out and return of parts, coordination of editorial markings of parts and assessment of maintenance fee for damaged or lost parts, anticipating challenges and providing solutions to orchestration and scores for approximately 20 concert cycles and 2 fully-staged operas per academic year. Ensures all events adhere to applicable copyright laws; oversees compliance among student, staff and faculty.
  • Coordinates all logistical requirements needed to set-up, operate and fulfill all orchestral activities in a timely manner (including, but not limited to classes, rehearsals, concerts, auditions, performances and orchestra personnel/instrumentation both on-site and off-site venues). Manages resources and student staff who assist in executing these responsibilities. Responsible for the completion of all logistical requirements and attends orchestral events to supervise and assist as needed. This requires a flexible work schedule to support evening and weekend concerts and/or rehearsals. Serves as main orchestra contact for communications with outside agencies, publishers, artists and organizations. Oversees all orchestra events at Northwestern and off-site venues. Coordinates the timely submission of all program information to the Concert Management Office; edits and proofs program notes and personnel rosters. Also serves as primary contact and liaison with orchestra guest artists and conductors; coordinates transportation, lodging, schedules and payments.
  • Assists with the preparation of orchestra annual budget submissions to School administration; manages and monitors expenditures of annual budget allocation; works closely with the Office of the Associate Dean for Administration, Finance and Planning to oversee budget, contracts and process payments to individuals and organizations. Prepares forms, approves appropriate expenses, purchases and reimbursements. Provides assessment and analysis regarding the procurement of music.
  • Hires, trains, and monitors performance of 10-15 part-time student assistants. Also oversees Graduate Assistants that serve as music library and office staff and student ensemble managers for the orchestras. Provides training, direction and scheduling of student assistants and monitors quality of work. Approves routine payroll actions.
  • Manages orchestra rehearsal calendar, including rehearsal and performance times and spaces through the Concert Management Office. Prepares and maintains a quarterly interdepartmental ensemble rehearsal schedule in collaboration with Bienen departments, programs and faculty.
  • Performs other related duties as assigned.

Minimum Qualifications:

  • A high school diploma or its equivalent along with two years of administrative support experience in music or arts administration is required.
  • Knowledge of orchestra library management and issues related to the administration of musical ensembles. 
  • Prior relevant work experience, which can include an internship or part-time experience as a student. 
  • Experience developing and monitoring a student staff.
  • Self-directed individual with demonstrated initiative and ability to work independent of close supervision.

Minimum Competencies:

Collegiality: Being helpful, respectful, approachable, and team oriented, building strong working relationships and a positive work environment.

Computer Proficiency: Successfully uses multiple programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Access, email, web browsers, and PeopleSoft.

Communication-Oral and Written: Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.

Creativity: Explores alternatives to existing products and services; identifies opportunities to improve procedures and practices; shows imagination. 

Dependability: Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.

Efficiency: Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.

Financial Management: Manages financial assets responsibly with a focus on cost effectiveness and productivity.

Preferred Qualifications:

  • Bachelor’s degree, preferably in instrumental music.
  • Two years or more of related professional experience.

Preferred Competencies:

  • Knowledge of music notation software (Finale or Sibelius).

Application Information:

To apply for this position, you will need to submit your résumé, cover letter and references through the University's electronic recruiting system, eRecruit, using the job opening number or the job title.

Once you apply, you will receive an email confirming submission of your résumé. For all résumés received, if there is interest in your candidacy, the human resources recruiter or the department hiring manager will contact you. Review of applications will begin immediately and continue until a candidate is selected.

Northwestern University is an Equal Opportunity, Affirmative Action Employer. Members of historically underrepresented groups are strongly encouraged to apply.

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