Job Title: Artistic Coordinator
Department: Artistic Operations
Reports to: Vice President of Artistic Administration
Supervises: Artistic Operations Intern
The Artistic Coordinator’s primary responsibilities are to manage and coordinate all aspects of guest artist visits including travel, lodging, and hospitality arrangements, coordinating itineraries and corresponding with artist managers. This includes the booking of airline tickets, communicating guest artist itineraries with staff, conductors and keeping a database of guest artist travel itineraries on the shared guest artist calendar. This also includes keeping a strong relationship and high level of communication with the official hotel of the RPO. Also, this position is responsible for writing, issuing and keeping track of all guest artist contracts, fee contracts, venue contracts and addendums. Once contracts have been executed this position is in charge of managing the distribution of the executed contracts back to the artist management and finance department. Additionally, this position is responsible for maintaining a guest artist database, archival recordings, researching artists, repertoire and other artistic initiatives, and providing general support for the Vice President of Artistic Operations.
Job Duties and Responsibilities:
o Work directly with artists or their managers to make hotel and travel reservations for
o Maintain open communication with all departments as to the scheduling and
commitments of guest artists.
o Create itineraries and informational packets for visiting guest artists.
o Write, issue, distribute and track guest artist contracts and payments
o Maintain an effective relationship and communication with the RPO official hotel.
o Coordinate with Manager of Volunteers & Special Events to have volunteer drivers for
guest artist interviews and other itinerary items.
o Coordinate the contracted special dressing room requirements by guest artists for
rehearsals and concerts
o Maintain guest artist history database and artist files
o Manage requests and communication for guest artist personal use tapes, archival
recordings and merchandise with RPO departments.
o Coordinate guest artist and conductor broadcast preferences with recording engineer
o Coordinate and schedule artist auditions as needed
o Artistic research as assigned
o Prepare and distribute memos and other information to orchestra musicians
o Work with Vice President of Artistic Administration for maintaining historical databases
o Participate in rotating concert duty responsibilities.
o Other duties as assigned
Required Skills & Qualifications:
o Bachelors degree in music performance or arts administration (Masters degree preferred)
o 2-4 years of experience working in the artistic department of an arts organization with
increasing responsibilities; orchestra experience preferred
o Comprehensive knowledge of symphonic repertoire and classical artists
o Superior interpersonal and written/verbal communication skills
o A thorough knowledge of and the ability to write and issue guest artist, venue and fee
o Highly organized, self-motivated, and able to prioritize and manage multiple projects
o An energetic, diplomatic and professional demeanor
o An excellent relationship with orchestra musicians, stage crew, office staff and board of
o Ability to interact appropriately with guest artists, conductors, managers, and others
o Thorough knowledge of orchestra operations
o Excellent critical thinking, strategic planning, and problem solving skills.
o Ability to work productively under pressure and maintain a sense of humor and to prioritize
and manage multiple projects simultaneously
o Demonstrates ability to work within a budget
o Strong attention to detail
o Proven ability to problem solve
o Computer proficiency including MS Office (especially Word, Excel and PowerPoint) and the
ability to learn new software applications
o Valid driver’s license
o Available to work many nights and weekends
Please submit a cover letter and resume via Email, Fax or Mail to:
Richard Decker, Vice President of Artistic Operations
Rochester Philharmonic Orchestra
108 East Ave
Rochester, NY 14604
Fax: (585) 325-4905
The Rochester Philharmonic Orchestra is an equal opportunity employer.
The RPO is committed to a policy of Equal Employment Opportunity with respect to all employees and applicants for employment. The RPO prohibits discrimination against qualified employees and applicants in all aspects of employment including, but not limited to: recruitment, hiring, compensation, promotion, job assignments, transfers, demotions, training, leaves of absence, layoff, benefits, termination and employer-sponsored activities, including social and recreational programs. This policy prohibits discrimination against all legally protected classes including, but not limited to: Race, color, sex, age disability, religion, citizenship, national origin, ancestry, military status or veteran status, marital status, sexual orientation, genetic predisposition or carrier status, or any other status protected by law.