May 17, 2016

CSO Youth Orchestras Manager Job Description

  1. Auditions:
  2. Collect music selections with input by Conductors. Prepare and mail applications, audition announcement flyers and instruction letters to area private teachers and band and orchestra directors. (This requires acquiring current contact information to update databases, printing labels, personalizing each audition packet for specific teachers, stuffing packets/envelopes and mailing.)
  3. Create publicity for the auditions, including contacting print and online newspapers, home school network, social media, etc.
  4. Schedule venue and date of auditions.
  5. Hire judges and arrange for volunteer monitors (in the absence of a volunteer coordinator).
  6. Update CSOYO information sheet to be distributed to interested students.Mail audition packets directly to students who request information.
  7. Register students for the audition. (Manager sets specific audition time for each student auditioning. Each student mails in a current application with audition fee to request a time. The Manager assigns audition times and posts them on the CSOYO website.
  8. Set up rooms for auditions and leave the rooms as they were at the beginning of auditions.
  9. Arrange for dinner for judges and volunteers.
  10. Request payment for judges.
  11. Tally results of auditions. Meet with conductors and Board President and provide them with a report of the results of the auditions for each orchestra.
  12. Send acceptance or rejection letters to every student who auditioned.
  13. Maintain current membership database for all orchestras.
  1. Annual Music Selection for AllOrchestras:
  2. Music is selected by the individual conductors, and it is reviewed by the Music Committee and other invited professional musicians and teachers.
  3. Order music if requested by Conductors. Procure folders and create labels for all students. (Conductors and student librarian copy music before the beginning of the season. Original parts are retained in the music library for all pieces performed.)
  4. Distribute folders to all members who have paid a deposit.

3. Concerto Auditions:

  1. Schedule venue and date.
  2. Send announcement to all students in the CSOYO Symphony Orchestra. (Students must have played in the CSOYO the entire season preceding the one in which they wish to audition for the Concerto Competition).
  3. Arrange for judges.
  4. Send acceptance and rejection letters.
  5. Arrange for CSO Conductor to meet with Concerto Winner.
  6. Set concert dates for performance(s) for Concerto Winner and Runner-up(s) in consultation with the CSO and CSOYO Symphony Conductors.
  1. Set Yearly Calendar (In Consultation with the Conductors and Board):
  2. Set venues, dates, and times for regular concerts, special concerts, and dress rehearsals.
  3. Set dates for coaching.
  4. Make contact with special events coordinators, i.e. CSO/CSOYO Side-By-Side Concert and Chattanooga Boys Choir Singing Christmas Tree.
  5. Coordinate with the Hamilton County School calendar, CSO calendar, holidays, and Conductors to set the rehearsal and concert schedules.
  1. Coaching for Philharmonic, Symphony, Etude and Prelude Sectionals:
  2. Schedule CSO musicians for coaching sessions with the CSO Education & Community Engagement Manager.
  3. Keep a record of coaching sessions. Each CSO musician will coach 3-4 sessions (donated by the CSO).
  4. Arrange for coaches other than core musicians when requested. Verify time and arrange for payment.
  1. Chamber Ensembles:
  2. Work closely with Chamber Ensemble Coordinator.
  3. Request payment for ensemble coaches (per Chamber Ensemble Coordinator).
  4. Schedule date and venue of Dessert Concert (in consultation with the Chamber Ensemble Coordinator, Music Director, and Board).
  5. Gather information from the Coordinator for the printed program for Dessert Concert, send to printer, proofread (along with at least two others), and order appropriate number of copies.
  6. Send publicity for Dessert Concert.
  7. Accept reservations and keep an accurate list of attendees.
  1. Handbook Preparation:
  2. Update all sections during the summer.
  3. Send to all Staff and Board President for review.
  4. Send to printer, allowing time for printing before the annual Parent Meeting.
  5. Distribute Handbook (one per student/family) at the Parent Meeting.
  1. Parents’ Meeting:
  2. Schedule date and time.
  3. Invite parents by letter.
  4. Distribute handbookand emphasize content.
  5. Collect remainder of tuition.
  6. Solicit Program Ads and Volunteers.
  1. Programs and Advertising:
  2. Coordinate solicitation of advertisers by board members, parents and students.
  3. Collect advertising copy and payment.
  4. Update changes, including student musicians, guest performers, music selections, biographies, and pictures for each concert.
  5. Send to Conductors and Board President for proofreading.
  6. Send to printer.
  7. Send final proof to Conductors and Board President for proofreading.
  8. Order appropriate number of copies and coordinate delivery of programs to performance venue or CSO office.
  9. Send a copy of the CSOYO programbook to each advertiser.
  1. Concert Preparation:
  2. Coordinate ticket salesin consultation with the Treasurer (volunteers, cash box, change, etc.).
  3. Arrange for percussion equipment (locate equipment, hire truck and driver, coordinate time with volunteers when applicable).
  4. Coordinate with the venue for chairs, stands, podium, sound system, lighting, recording equipment, etc. Make arrangements to transport whatever is needed.
  5. Prepare introductory remarks for concerts.
  6. Gather information fromhigh school seniors for recognition in the Spring Concert program book.
  7. Arrange for volunteers to hand out programs, monitor students backstage, check for dress code violations, etc. (in the absence of a volunteer coordinator).
  8. Arrange for student managers to help Managerset stage and strike stage.
  9. Arrange for teachers or older students to help tune students’ instruments for Prelude and Etude Concerts as requested by Conductor(s).
  10. Coordinate equipment (percussion, chairs, stands, etc.) for CSO/CSOYO Side-by-Side concerts with the CSO and Unionworkers. Arrange for program ad exchange with the Chattanooga Boys Choir for the annual Singing Christmas Tree performance. The CSOYO Music Director negotiates the performance fee.
  1. Administration:
  2. Conductors select student managers. Manager requests payment per semester.
  3. Review and revise budget with assistance from CSOYO Board Treasurer.
  4. Work on promotional materials as applicable.
  5. Manager provides information to keep website current.
  6. Receive tuition waiver (work scholarship) applications and send to CSOYO Board Treasurer for review/approval by the CSOYO Board.Monthly Board Meeting with current membership at eighteen.
  7. Meet with CSO staff on request and maintain a good working relationship with them.
  8. Apply for LAO or other memberships as requested by the CSOYO Board of Directors.
  9. Order new equipment (percussion, chairs, stands, music, etc.)as directed by either the CSOYO Board, Conductors and/or as budgeted for the current year.

12. Scholarships:

a. Distribute scholarship application forms as requested.

b. Receive Student/Parent Agreements and request payment as indicated.

13. Fundraising:

a. Apply for grants as applicable, working with the CSO Staff.

b. Identify sponsorship opportunities.

c. Coordinate with CSO Executive Director regarding corporate sponsors.

d. Contact previous sponsors/advertisers for renewal each year.

14. Weekly Rehearsals:

  1. Maintain voice mailbox.
  2. See that rooms are set up and have been struck at the end of rehearsal.
  3. Take attendance and enforce Attendance Policy. Call absent students who have not called the voice mailbox. Notify Conductors of unexcused absences as soon as possible. Alert appropriate Conductor when a warning letter is sent after two unexcused absences. Mail a dismissal letter upon the third unexcused absence.
  4. Enforce the Code of Conduct and send an official letter of dismissal to parents when it is determined by the Manager, Conductor, and Board that a student must be dismissed as a result of a serious infraction.
  5. Relay current information on upcoming events to students.
  6. Arrange for room(s) for board meeting, coaching, ensembles etc. as needed.

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