The Orchestra Librarian orders, catalogs, prepares and distributes music for all Allentown Symphony Association’s activities, including all rehearsals and concerts. This includes orchestra concerts, chamber music concerts, chorus, audition materials, and any activities involving musical performance.
This position is a part-time contract position which reports directly to the Orchestra Operations/Personnel Manager and supervises the Assistant Librarian position.
Interested candidates should submit a cover letter and resume to Matthew Angelo, Orchestra Operations & Personnel Manager, via email at firstname.lastname@example.org.
Please do not send any hard-copy materials to ASA offices.
Computer skills and experience with spread sheet, word processing, and data base programs (Preferably experience with OPAS)
Experience with computer music notation software and hand manuscript notation
Ability to lift boxes of music and paper weighing up to 50 lbs
Ability to write or erase pencil markings for extended periods of time
Ability to work nights and weekends
Overall Skill Set
Ability to handle direction and requests from many people and multiple tasks concurrently
Respond in a cordial and professional manner to musician inquiries and needs
Ability to work independently as well as be a team player
Exceptional project planning and organizational skills with attention to detail
Ability to meet all deadlines
Even temperament and ability to handle rush periods
Ability to work well under pressure
Possess strong self-motivation
RESPONSIBILITIES AND OUTCOMES:
Maintain the Music Library
Catalog and inventory all music purchased in OPAS and regularly export and update an excel spread sheet in order to maintain a current database of all music in the ASO library.
Annually Provide a copy of the catalogue to the Music Director and keep a printed copy available in the music library.
Number and mark with the Allentown Symphony Association stamp all purchased music.
Maintain the music library in a neat and professional manner, keeping all of the Allentown Symphony Association's purchased music in complete sets by instrumentation so that it is ready to be performed
Administrate the loan of music library material when applicable
Oversee music library supplies and re-ordering of supplies
Concert Music Ordering, Preparation, & Distribution
Coordinate with the Music Director and other conductors to determine the editions and publications to be used for the season's repertoire.
Work with the Operations/Personnel Manager to prepare a complete list of instrumentation requirements for each performance during the season.
Price and order all music required for rehearsal and performances by the Orchestra and the Chorus. Check for program repeats and negotiating the lowest possible fees for rental
Obtain permission from the publishers/rental agencies for all planned Orchestra radio and TV broadcasts. Provide these budget numbers in advance to the Operations Manager.
After inventory or ordering of each piece, check instrumentation against the Allentown Symphony Association's published instrumentation requirements for each concert and inform the Operations/Personnel Manager immediately of any discrepancies, particularly where related to percussion and keyboard requirements.
Coordinate with conductors so that rehearsal letters and/or numbers in the orchestral parts match the conductors’ scores
Oversee the transfer of bowings, articulations, dynamics, divisi markings, and other expressive markings to orchestral string parts as received from the Concertmaster, Principals, Music Director, and other Conductors.
Check new music against available Errata lists. Proofread parts and score when
Print out sets of parts for new compositions as needed
Check string parts for bad page turns and add inserts as needed to solve the problems
Prepare inserts, transitions, and additions as requested by the Music Director
Photocopy or scan, print, and assemble parts as needed for opera concerts or special concerts with lots of shorter pieces or excerpts
Ensure that music folders are prepared for distribution to all orchestra members. Send copies of any necessary music to extra musicians when the Personnel Manager indicates extras have been hired
Meet all organizationally set deadlines for the mailing and distribution of music for each concert. Note: organizational deadlines set for each concert may be earlier than the union specified deadlines.
Rehearsals, Concerts, and the Return of Music
Transport music to and from symphony rehearsal and performance venues
Attend all performances and rehearsals as needed
At concerts, make sure that the conductor's score is on the stand at the podium, opened to the first page, before the beginning of each piece (as directed by the conductor)
Oversee the collection of sheet music following concerts and rehearsals, perform erasing of markings as needed, and return sheet music to rental agencies within the agreed time period, or to the Allentown Symphony Association’s Music Library
Reorder lost parts and inform personnel manager of all lost music and cost to replace so that the musician can be charged appropriately. This should be done within 10 days of the concert performance.
Budgeting and Reporting Performances
Work with the Operations Manager and the Music Director to determine the season's budget for music purchases and rentals
Prepare program reports for America Society of Composers, Authors, Publishers (ASCAP)
Examine drafts of concert program pages for the Allentown Symphony Association’s program book as requested by the Marketing department
Work with the Personnel Manager to create copies of music excerpts used in Allentown Symphony Association auditions. Get permission from rental agents/publishers for use of excerpts when necessary.
Maintain and update audition books
Provide marked music excerpt scans to be added to the website or distributed to musicians who are signed up to audition
Order music as needed for the ASO Chorus
Work with the Manager of the ASO chorus for distribution and collection of Chorus music
Work with area chorus directors for distribution and collection of music as needed
Young Musicians Festival and other Musical Events or Outreach Activities
Work with the Director of Education to order, Print, Mark, Organize, and Distribute Music as needed for the Young Musicians Festival and any other outreach activities and performances of the ASA that involve music
Perform all other music library duties as directed by the Executive Director, Operations/Personnel Manager, and Music Director.
The above is intended to describe the principle responsibilities and outcomes, and the associated requirements, as well as the work environment. It is note intended as an exhaustive list of all aspects of the job.
About Allentown Symphony Orchestra
Allentown Symphony Association
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