Orchestra Operations Coordinator (KCOHO/WNO)

About The Kennedy Center

"I am certain that after the dust of centuries has passed over our cities, we, too, will be remembered not for victories or defeats in battle or in politics, but for our contribution to the human spirit." - President John F. Kennedy

The Kennedy Center is the nation's cultural center and living memorial to President John F. Kennedy. Located on the banks of the Potomac River in Washington, D.C., the Center presents performances across all genres, and is also home to artistic affiliates Washington National Opera and National Symphony Orchestra.

At the Kennedy Center, we strive to foster belonging and empowerment at work. We are able to advance our mission because of our committed and passionate employees. We are fortunate to be able to leverage their diverse perspectives, life experiences and skills to inform how our workplace can be a safe, transparent, and replenishing community. The Kennedy Center is an equal opportunity employer and does not discriminate against any employee or applicant based on race, religion, gender identity, sexual orientation, disability, veteran status, marital status, pregnancy or related condition, or any other basis protected by law.

Mission Statement: As the nation's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across America and around the world, reaching and connecting with artists, inspiring and educating communities. We welcome all to create, experience, learn about, and engage with the arts.

Why Join Us

We offer a comprehensive range of benefits to all full-time employees including:

• Staff offers for discount tickets
• Retirement plan with organization matching (after 1 year of employment)
• Qualifying employer for the Public Student Loan Forgiveness Program (PSLF)
• Commuter programs including pre-tax options for discounted parking and SmartBenefits (WMATA)
• Annual Leave, Sick Leave, and Personal Days available immediately upon hire
• 11 paid holidays per year
• Medical, Dental, and Vision benefits with FSA and HSA options, and paid FMLA
• Flexible work arrangements
• We like to have fun! Check out the Kennedy Center National Dance Day 2024 staff video!

Job Description

The Orchestra Operations Coordinator for the Kennedy Center Opera House Orchestra/Washington National Opera Orchestra supports the Director of Orchestra Personnel & Operations, the Orchestra Personnel Manager, and the Music Director.

In a rapid-paced environment, this position must be able to meet deadlines and prioritize work. The Orchestra Operations Coordinator must be able to maintain composure under pressure, foster excellent working relationships, and handle confidential matters with care. This position has a significant amount of evening and weekend hours.

Key Responsibilities

Provide Administrative Support to the Orchestra Management Team:

• Create and maintain the administrative documents needed throughout the season including playbill rosters, security and stage door lists, musical theater split book schedules, dress rehearsal pass lists, and alternative service documents.
• Under the guidance of the Director of Orchestra Personnel and Operations, administer the tenure review process for all probationary musicians.
• Attend meetings between the orchestra committees, musicians, and management and take accurate meeting minutes. Prepare and distribute documented reports as needed.
• Assist with revisions, formatting, and printing of orchestra collective bargaining agreements, side letters, and other contract related documents.
• Distribute orchestra wide emails and information including Kennedy Center staff-wide emails, ticket offers, construction updates, payroll information, etc.
• Request, collect and distribute parking vouchers.
• Create and maintain KCOHO/WNO bulletin boards keeping updated with current events and post notices.
• Distribute, document, and collect KC Guest Artists IDs
• Use ArtsVision to reserve practice rehearsal space for musicians as requested.
• Inventory and monitor orchestra lounge supplies and storage.
• Submit Payment Requests to the Finance department on behalf of the team.
• Coordinate the shipping and receiving of packages, purchases, and instruments.
• Organize yearly harp and timpani maintenance in the summer and oversee percussion repairs.
• Pick up and distribute musician paychecks weekly.

Work in Rotation with Orchestra Management Team to Provide Show Coverage:

• Share the responsibility of attending rehearsals and performances as scheduled by the Director of Orchestra Personnel and Operations
• Monitor beginning and ending times, breaks, attendance, and compliance with the AFM collective bargaining agreement.
• Report any problems or disputes directly to the Director of Orchestra Personnel and Operations
• Provide service reports to management to keep everyone apprised of events occurring during services.

Serve as the Team Lead for Chamber Sized Events:

• Manage all chamber sized events such a s Millennium Stage, Reach Concerts, donor events, and community engagement performances.
• Coordinate all aspects of these performances with KC Marketing, Programming and Production departments.
• Prepare performance reports and payroll documents for these performances.

Auditions:

• Act as team lead to manage all administrative aspects of auditions as vacancies occur.
• Announce vacancy, place ads, process resumes and maintain candidate database, coordinate screening and audition committees, assemble candidate packets, monitor auditions email folder and respond to candidates, and coordinate audition schedules with staff and accompanists.
• Share the responsibility of ensuring smooth operations during audition days with the Orchestra Management Team.
• Manage required meals for crew members, committee members, and staff on audition days.

Maintain and Update Historical Documents:

• At the end of each engagement, update all documents including the KCOHO instrumentation database, vendor information, percussion inventory database, electronic and paper personnel files, and visiting company and conductor notes.
• Annually update the tenured musician contact list, the substitute musician list, and the musical theater substitute list.
• Maintain strict confidentiality of all documents.
• Maintain and update musicians' locker and combination information.

Act as Point of Contact and Support for the Music Director:

• Be available to assist the Music Director of the Ballet/Opera Orchestra whenever he/she is on site.
• Schedule and coordinate meetings that occur between the Music Director and committees or management.
• Assist the Music Director in seeking comments as part of the tenure review process for all probationary musicians.

Other duties as assigned.

Key Qualifications

• Up to 2 years of administrative experience, and knowledge of opera, ballet, musical theater, and symphonic repertoire. Prior experience in artistic operations is highly desirable.
• Experience working in a union environment preferred.
• Proficient with email and software programs, including Word, Excel, Outlook, and Access.
• Candidate must be local or willing to relocate to the DMV area. Relocation assistance is not provided.

Additional Information

• Use of stairs and ability to physically maneuver around equipment and instruments necessary.
• Must be able to work flexible hours, including evenings, weekends, and holidays as the orchestra schedule demands.
• The noise level in the work environment varies. Office environment involves normal office conversation, meetings, phone calls, and printer and computer noises. Orchestra service environment includes frequent exposure to elevated levels of sound from instrumentalists.
• Some elective travel may be offered.