Operations and Personnel Coordinator

Position Title: Operations and Personnel Coordinator

Department: Operations

Reports To: Assistant Director of Operations and Production

FLSA Status: Exempt

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

Position Summary:

The Operations and Personnel Coordinator is responsible for completing a wide variety of tasks and duties related to the logistical operations of the Omaha Symphony in the Operations Department. This multi-faceted individual will provide support in the areas of orchestra personnel management, production/stage management, and digital production.

This role reports directly to the Assistant Director of Operations and Production but will also be supervised by the Orchestra Personnel Manager for select job functions.

Position Duties and Responsibilities:

General Operation Duties:

  • Ensures the smooth execution of all assigned rehearsals and performances.
  • Attends orchestra services within staff rotation and fulfills service duties as required.
  • Understands the orchestra’s master agreement (CBA) and helps ensure that it is upheld.
  • Attends departmental meetings, takes notes, creates and distributes internal schedules and other relevant paperwork and information.
  • Maintains departmental databases (OPAS), ensures that information is accurate.
  • Assists with departmental budgeting and processes production invoices in partnership with the full Operations team.
  • Manages instrument insurance claims and policy updates for both OSA-owned and musician-owned instruments.
  • Coordinates instrument maintenance, tuning, and equipment acquisition in partnership with the Operations and Production Manager.
  • Transports equipment and instruments to service sites for runouts, tours, Joslyn series concerts, Opera, Forte, and Education services upon request.
  • Serves a point of contact with O-pa security and Park Omaha or additional parking facilitators.

Personnel Duties:

  • Coordinates Symphony audition process including committee selection, responding to communication and inquiries, creating materials, scheduling, and booking. Acts as the onsite liaison for auditions.
  • Responsible for posting audition notices and recruiting candidates for auditions.
  • Assists in hiring musicians and subs for various services throughout the season.

Updated 3/11/2024

  • Assists in maintaining and creating various orchestra personnel documents (schedules, attendance tracking, etc.) under the direction of the Personnel Manager.
  • May perform other Duties as assigned.

Experience and Qualifications:

  • 1-2 years’ experience working for a non-profit arts organization preferred.
  • 1 year of experience in arts/music production and/or administration preferred.
  • Excellent communication and interpersonal skills.
  • Excellent writing, organizational and project management skills, with attention to detail.
  • Must be adaptable, self-motivated, and able to work well both independently and cooperatively; proven success working as member of a team.
  • Possesses strong computer skills including experience with Word, Outlook, and Excel.
  • Knowledge of OPAS or other organizational databases preferred.
  • This position is expected to work some evenings and weekends.

Minimum Education Requirements:

  • High School diploma required; Bachelor’s degree preferred

Specialized Knowledge, Licenses, Certifications:

  • State of Residence Driver’s License

Physical Demands:

  • Must be able to lift up to 30 pounds
  • Required to sit for extended periods of time
  • Requires the ability to stand and walk for extended periods of time
  • The noise level in the work environment ranges from quiet to moderately loud

Equipment/Machinery Used:

  • General Office Equipment (Computer, Telephone, Copier, Printer)
  • Company vehicle (15-passenger van)

The above-mentioned position description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee a general sense of the responsibilities and expectations of the position. As the nature of business demands change so, too, may the essential functions of this position

If interested, apply here: Operations and Personnel Coordinator application