Title Orchestra Librarian
Organization Abilene Philharmonic Association
Closing Date Thursday, May 31, 2018
Location Abilene, TX


The Abilene Philharmonic Association unleashes the power of music to entertain, educate, and inspire through live symphonic music and community engagement.

JOB TITLE: Orchestra Librarian

REPORTS TO: Executive Director, and Music Director

JOB SUMMARY: The Orchestra Librarian is responsible for providing and organizing all of the music needed for performances, and for maintaining the orchestra’s library of parts and scores. The ideal candidate must have experience in orchestral works. Must be detail oriented and organized, with the ability to multi-task and work under pressure. Excellent oral and written communication skills as well as professional telephone etiquette are required. Computer skills in Word, Excel, and Google Suites is also required.


Music Procurement

• Arrange for the purchase or rental of materials to meet program needs for the orchestra.
• Take delivery of and track incoming music, pack and ship outgoing music, and maintain shipping records.
• Check all incoming and outgoing performance materials for condition and completeness.
• Ensure prompt return of rented or borrowed materials and adherence to copyright laws.

Music Preparation
• Assist in all aspects of music preparation, including but not limited to editing, proofreading, distribution, and marking string parts.
• Work with conductors and soloists to prepare music according to their specific requirements.
• Review all music to determine if orchestra parts meet acceptable standards: legible parts, adequate rehearsal letters, numbers, and measure numbers. Take the necessary steps to correct problems that potentially could disrupt rehearsals.
• Ensure that there are enough parts; provide parts sufficiently in advance to the concertmaster and other designated string principals for bowing and pre-rehearsal practice.
• Ensure that bowings, rehearsal letters/numbers, and measure numbers are compatible between the conductor’s score and the players’ parts.
• Assemble and arrange music in orchestra folders.

Concert/Rehearsal Duties
• For assigned rehearsals and concerts, arrive one hour early to execute any changes in bowing, stage set-up, etc. Ensure that all musicians have music and, if not, provide alternative. Set conductor’s scores and batons; collect and store all music at conclusion of service.
• Distribute and collect music at concerts and rehearsals; assist Music Director and musicians with needs related to printed music.
• Follow up at every rehearsal with the conductor and string principals for possible bowing changes, mistakes to be corrected in the parts, bad page turns, etc.

Orchestra Library Maintenance
• Maintain the orchestra’s collection of scores and parts; repair and maintain music and folders.
• Catalogue and file music purchased for the orchestra library, maintain accurate inventory, and ensure adequate security.
• Track all items borrowed from the library, i.e., individual parts, scores, reference materials; ensure their timely return.

• Provide program listings, instrumentation requirements, and other information to staff on request; proofread program book.
• Prepare timing sheets for concerts.
• Maintain accurate orchestra performance records.
• Prepare annual library budget.
• Review and process all payments for music and supplies.
• Report to all appropriate performance licensing organizations (ASCAP, BMI, SESAC) all music performed on all concert series; pay annual fees as required.
• During budgeting process, provide projected expense figures for planned repertoire.

• Maintain a current file of publisher catalogues, research availability and cost of music to be ordered.
• Report music lost or damaged to the Executive Director.
• Prepare music for all auditions.
• Assist artistic staff in obtaining needed scores and preparing music to be performed

• Shows professionalism, ethical conduct, and representing the Philharmonic well
• Follows policy and procedure
• Provides accurate record keeping, compliance, and sensitivity to confidentiality of personal data
• Accountability and quality work (good outcomes with a minimum of errors)
• Efficiency and productivity
• Initiative, objectivity, resourcefulness, dependability
• Conserves organization assets and resources

• Bachelor’s degree (B.A.) from four-year College or University preferred.
• One to two years related experience and/or training; or equivalent combination of education and experience.
• Must be proficient in navigating a computer; Intermediate level knowledge of Microsoft Word, Excel, and Google Suites. Experience with Ovation Tix software a plus.
• Knowledge of orchestra music and the workings of an orchestra is a must.
• High energy, positive “can-do” attitude, flexibility, attention to detail and passion for APA’s mission is essential.
• Works well with others.
• Demonstrate ability to think strategically.
• Demonstrate excellence in organizational and communication skills, both written and oral.
• Ability to work evenings and weekends, including some holidays.
• Candidates do not need to be local but it is preferred.

How to Apply:
Please submit your resume and cover letter to: director@abilenephilharmonic.org and be sure to include “Orchestra Librarian” in the subject line.
Please include a cover letter with the following information:
• Salary history and requirements,
• How you learned of the position
• Description of how your qualifications and experience match Abilene Philharmonic’s needs.

Only electronic submissions will be considered. Submission deadline is May 31, 2018. All nominations and expressions of interest will be held in the strictest confidence. Salary is commensurate with experience, within the framework of the organization’s annual operating budget. The Abilene Philharmonic is an Equal Opportunity Employer and actively seeks a diverse pool of candidates.

Website http://www.abilenephilharmonic.org/about/employment/