Orchestra Administrator

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About the Ottawa Symphony

The Ottawa Symphony Orchestra (OSO) operates as a registered charity to develop programming and to solicit funding and donations to support a professional orchestra serving the residents of Ottawa.. Founded in 1965, the Ottawa Symphony specializes in performing large-scale symphonic works with up to 100 musicians on stage; it has adapted and evolved over the years to continue to provide memorable musical experiences to its audience. The OSO has a musician-led artistic planning model, focussing on community and orchestra engagement, with innovative programming moving forward that connects with the City and seeks to attract new audience members from all demographics and backgrounds.

The Ottawa Symphony performs 3-6 concerts within our annual season. Ideally, it should aspire to ten or more performances.  Its musicians come from all walks of life: while some work as full-time professional musicians, others work in a variety of different fields during the week. Our mission is to create memorable musical experiences that bring people together.

Job Summary

The Orchestra Administrator (OA) is responsible for administering the Ottawa Symphony Orchestra (OSO) in the areas of bookkeeping, marketing, grant-writing and fund-raising. The OA is also expected to work closely with the Personnel Manager, and provide necessary administrative support to the development of the OSO’s artistic programming and oversee the OSO’s bookkeeping and board support service.  This position is selected by and reports to the Board of Directors through the Board President. The OA is an ex-officio member of the Board of Directors and plays a key role in supporting the organization’s governance process through engagement and collaborative work with the Board of Directors via the Board President.  

Responsibilities

(Note that percentages listed here are for illustrative purposes. Work is defined by the events, such as concerts, and required activities such as grant applications, audits and budget planning)

Financial Management (15%)

With support and guidance of the contract bookkeeper and the Board of Directors: 

  • Oversee that accurate books of accounts are maintained, as directed by the Board and Treasurer

  • Submit the annual operating budget for Board review and approval; Monitor and authorize expenditures in accordance with approved budget; and prepare updated projections based on actual income and expense activity

  • Prepare monthly financial statements, including cash flow projections for Finance Committee review and approval; Review and approve accounts payable and receivable

  • Ensure that grants are spent in accordance with grant guidelines and that all reporting requirements are met

Fundraising, Grant-writing & External Relations  (35%)

  • Prepare and submit grant applications and reports to foundations, corporations, and government agencies

  • Oversee the processing and recording of all donations, sponsorships and grants, and produce and file tax receipts and acknowledgements as needed

  • With support and guidance of the Board of Directors: 

    • Plan, administer and evaluate fundraising activities, including donor campaigns, corporate sponsorships, special events, endowment campaigns, planned giving programs, and identification and cultivation of donors.

Marketing & Communications (25%)

  • Plan, administer, and evaluate marketing campaigns and programs that drive awareness and demand for OSO events and initiatives 

  • Manage the OSO’s paid media, website, and social media channels to maintain consistent brand standards and support long-term objectives 

  • Plan, administer, and evaluate effective communication with the OSO’s constituencies including, subscribers and donors, volunteer groups, other arts organizations, public agencies, government agencies, and the public

Production & Artistic Planning (15%)

  • Provide necessary administrative support to the Artistic Consultant and Artistic Planning Group (APG)

  • Administer the Showpass ticketing system and work with Ottawa Chamberfest regarding onsite volunteer coordination for OSO performances.

  • Attend rehearsals and concerts as feasible

Organizational compliance (10%)

  • Ensure that all employer responsibilities are met and that the organization is compliant with all provincial and federal laws

  • Maintain all payroll records and personnel files for administrative and artistic staff

  • Maintain an up to date donor list

Qualifications

  • University or college degree or equivalent

  • Responsibilities with relevant experience or an equivalent combination of education and experience 

  • Proficiency in online platforms especially as they relate to fundraising, grant applications, information management and financial reporting

  • A demonstrated enthusiasm for the opportunity

Preferred Skills

  • Strong interpersonal skills as this role is a liaison between many groups including OSO’s management, musicians, donor and subscriber communities; government and external partners; and the greater Ottawa community 

  • Strong organization skills and attention to detail

  • Excellent communication skills, both written and oral in at least one official language

  • Excellent time management skills and ability to delegate tasks, experience successfully working within or managing small teams an asset  

  • Adaptability to changing work hours throughout the year 

  • An understanding and appreciation of the challenges and opportunities in connecting audiences to classical music or the arts an asset 

Starting at $28/hour

Please send cover letter and CV to info@ottawasymphony.com

Applications close midnight Monday, July 14th


Personnel Manager

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Summary

The role of personnel manager is a key role on our small team. Reporting to the Board and working with the Orchestra Administrator in a highly collaborative environment, the personnel manager is the main interface between orchestra members, guest conductors and OSO administration. The personnel manager is also a key supporter of artistic planning, balancing artistic vision with OSO financial and administrative parameters.

The personnel manager is responsible for orchestra concert planning, budgeting, and the engagement of musicians for concerts and third-party engagements and provides artistic and related administrative support to orchestra management, marketing, production and external partners, including the University of Ottawa School of Music and the Carleton University Music Program. The OSO seeks a candidate who will actively participate in internal and external activities, and who will demonstrate daily decision-making, self-direction, and strategic thinking. 

Reporting

Reports to the OSO Board of Directors 

Hours

Variable and negotiable - Approximately 10-12 hours per week, more intensive during a concert series. This role is suited to someone seeking a give-and-take schedule, with core office hours and reliable income.

Responsibilities

Musician Management:

  • Confirm regular and associate members for season and concerts;

  • Maintain a secure musician database, including sub lists;

  • Coordinate guest artist requirements and contracts (travel, accommodation, fee payment);

  • Create pay sheets and/or proposals, and invoices (musicians pay, including union, pension, and HST fees) for concerts and third-party engagements; and

  • Timely remittance of reports, contracts and payment to musicians’ union (CFM Local 180)

  • Regular, proactive communication with orchestra members; and

  • Ensure adherence by all parties to the Ottawa Symphony Collective Bargaining Agreement. 

Operations:

  • Concerts (Approximately 3-5 per season) 

    • Create season’s rehearsal and concert schedules in consultation with the Orchestra Administrator;

    • Confirm concert orchestration and orchestra stage layout with Production Coordinator;

    • Document and share production requirements with production team;

    • Start and attend or be on-call for concert rehearsals.

  • Auditions (Ad hoc) 

    • Confirm annual professional (Regular Members) and student (Associate Members) audition requirements with the Concertmaster;

    • Post audition notices on appropriate platforms (musicians union, local universities, local conservatories); and

    • Coordinate audition venues, music excerpts, juries, schedules in consultation with the Concertmaster. 

  • Other related duties as requested by management, and balanced against above responsibilities 

Starting at $28/hour

Please send cover letter and CV to info@ottawasymphony.com

Applications close midnight Monday, July 14th