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