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Open Administrative Positions

How to Apply to The Philadelphia Orchestra Association 

The Philadelphia Orchestra accepts resumes via e-mail, U.S. mail, and fax and keeps them on file for up to one year. If your application meets the qualifications for a position, the Orchestra's Human Resources Office will forward your resume to the hiring manager. In addition, you may be considered for any position for which you are qualified.

Due to the significant volume of resumes received, we regret that we cannot update you about the status of your employment application. A Human Resources representative will contact qualified candidates for an interview.

At the time of the interview, you will be asked to complete an employment application.

Three ways to apply: 

If you would like to be considered for a position please send a cover letter and resume to:

  1. humanresources@philorch.org
  2. Mail to: The Philadelphia Orchestra Association Attn: Human Resources  One South Broad Street | 14th Floor Philadelphia, PA | 19107
  3. Or fax to 215.875.7678

Indicate the position(s) desired in the subject heading of your e-mail and attach a cover letter and resume. Remember to include your name, address and telephone number on the front page of your resume. We also ask that you please mention how you were referred to us (website, newspaper ad, Orchestra employee). Please send only one copy of your cover letter and resume.

Resume Tips: 

The preferred method of application is via e-mail using a Microsoft Word format. The Philadelphia Orchestra is an Equal Opportunity Employer committed to diversity in the workplace.  The following administrative positions are open:

 

Technical Director

Department: Operations
Reports to: Director of Operations
Supervisor to: Philadelphia Orchestra Stagehands

Summary:

The Technical Director is a key member of the Operations team. Together with the Director of Operations, the Technical Director will oversee and implement all stage setup and logistics for Philadelphia Orchestra services in the Kimmel Center, on run-outs, and on tours.

The Technical Director works closely with the POA stage crew, Musicians, Touring and Production Manager, Director of Operations, Director of Orchestra Personnel, Assistant Personnel Manager, Kimmel Center crew and staff, Music Director, guest conductors, and soloists.

Extensive domestic and international travel is required for this position. The Technical Director must join IATSE union, local 8, in order to hold the position.

Essential Functions:

  1. 1. Work with Operations staff and musicians to plan, oversee, and execute the general stage requirements for all Orchestra services.
  2. Create stage plots with CAD or equivalent software
  3. Handle onstage requests from musicians, soloists, and conductors while informing Operations staff of action taken.
  4. Stage manage performances including calling cues (lighting, sound, video etc.) as needed.
  5. Supervise the POA stage crew including setting call times for services and assigning job responsibilities.
  6. Create and distribute production information, including riser and stage plots, as needed.
  7. Participate in weekly production meetings.
  8. Review technical requirements (lighting, sound, etc.) for special productions and work with the Operations staff on planning and executing them with and understanding of the needs of the Orchestra musicians. This includes liaising with vendors to order equipment and schedule delivery/pickups.
  9. In consultation with the Operations staff, determine labor needs for hiring extra stagehands and teamsters. Track and submit extra stagehand and teamster hours and tax paperwork to Operations staff.
  10. Oversee all maintenance and inventory of all POA equipment and cargo trunks. Review and edit cargo manifests in a timely manner so that ATA Carnet and US Fish & Wildlife CITES permits may be obtained within the appropriate deadlines.
  11. Schedule all Transfer trucks. Create, track and distribute all cargo movements.
  12. Supervise all cargo movements of Orchestra equipment including working with the Director of Operations to determine cargo schedule for all external concerts and tours. On foreign tours, meet with customs agents, US Fish & Wildlife inspectors, cargo agent, and presenter staff to coordinate cargo clearances and supervise all load-in/outs.
  13. Assist Operations staff in determining technical needs for concerts as it relates to the creation and management of budgets.
  14. Other duties as assigned.

Education/Experience:

Bachelor’s degree preferred, with extensive stage management experience as the head of a department, organizing the daily technical operations of a busy orchestra, performing arts institution, or ensemble. A working knowledge of orchestra staging, concert and theatrical lighting, sound reinforcement and setup, and operation and electrical power use, including safety hook-up procedures is required. Must have experience supporting productions that involve video including live event broadcasts and recordings. Must understand the needs of a professional musician and be a creative problem solver who can represent the interests of the Philadelphia Orchestra Association in a variety of situations. Experience with drafting software necessary.

Knowledge/Skills/Abilities:

  1. Must be a member of, or must join IATSE union, local 8, in order to hold the position.
  2. Experience and expertise with multimedia productions and theatrical productions.
  3. Ability to travel (international and domestic) for extended periods of time (up to 28 consecutive days).
  4. Ability to work long hours performing strenuous work including lifting/moving 50+lbs on a regular basis.
  5. Familiarity with orchestral repertoire.
  6. Ability to read music preferred.
  7. Excellent interpersonal and communication experience essential.
  8. Strong computer skills including, email and Microsoft Office along with CAD drawing experience.
  9. Proven problem-solving skills in high-pressure environment.
  10. Strong organizational skills.
  11. Able to multi-task & prioritize several projects in a fast-paced environment.

Working Conditions/Physical Demands:

Ability to work long hours and perform strenuous physical work including lifting and carrying heavy objects. The employee will be required to work nights and weekends and travel with the Orchestra off-site on run-outs, tours and residencies, domestic and international.

Director of Marketing

Department: Marketing
Reports to: Vice President, Marketing
Supervisor to: Patron Relationship Manager; Associate Director of Audience Development; Business Intelligence Audience Analyst

Summary:

The Director of Marketing will oversee several critical elements of marketing and sales at The POA, including the strategic planning of marketing campaigns for all Philadelphia area-based concert activities, the implementation of all tactics utilized to generate subscription and single ticket sales (print/broadcast/direct mail/telemarketing/ecommerce), the timely analysis of sales data, and maintenance of analytical tools. The Director of Marketing will partner with the Development Department to integrate traditional marketing and development functions into a total patron relationship system that enhances the engagement between patron and institution to maximize participation and total revenue.

The Director of Marketing will work closely with the Web Manager and Designer; Graphics Designer; Ticket Philadelphia and Kimmel Center Box Office leadership; Publicist; Director of Individual Giving; and Senior Director, Data Services and Web Development to establish and ensure the success of the marketing and sales goals of The POA. The Director of Marketing is also accountable for the successful execution of marketing, budgeting, and administrative duties, including the efficient management of resources and the creation of positive working relationships with colleagues.

Roles and Responsibilities:

Planning and Analysis

  1. Create subscription and/or single ticket marketing strategies and plans for all Philadelphia area-based concerts for The POA. Goals are to significantly grow the audience for all concerts and events.
  2. Conduct pre- and post-campaign analysis focused on indicators such as return on investment, cost of sale, pricing analysis, market trends, consumer satisfaction, and product preference.
  3. Track and evaluate all revenue channels (print/broadcast/direct mail/telemarketing/e-commerce) to positively affect future campaigns. Timely wrap-up reports of individual series campaigns analyzing future opportunities and challenges based on comprehensive analysis.
  4. Oversee implementation and design of patron retention strategies to engage and maintain highest level of patron loyalty for the organization.
  5. Establish the overall strategy and supervise the execution of all ticketing and promotional activities to further the “off-stage” presence of The POA through non-earned revenue generating community performance opportunities.
  6. Provide pricing data to position products, packages, and services to achieve maximum sales potential.

Implementation and Evaluation of areas of Responsibility

  1. Work with marketing team to oversee, direct, and manage all marketing tactics, including print/broadcast/direct mail/telemarketing/e-commerce, with a goal of creating engaging, efficient, cost-effective, and targeted campaigns to grow audiences across all offerings.
  2. Oversee group sales staff to establish strategies, tactics, and goals for all audience development and group sales activities across all Philadelphia area-based concerts.
  3. Oversee Associate Director of Audience Development in all new audience engagement strategies and tactics for targeted younger audience segments across earned and contributed revenue in efforts to grow participation and revenues.
  4. Oversee Business Intelligence Audience Analyst to collect, organize, and retrieve information within Tessitura and manage together the significance and outcomes of the housed patron data to achieve desired results across sales and loyalty campaigns.
  5. Handle promotions with the marketing staff to add value and response to marketing/advertising initiatives.
  6. Work with Vice President of Marketing and Ad Agency of Record to negotiate, oversee, and maintain all media sponsorships. Coordinate media spend between all Philadelphia area-based concerts to leverage and maximize purchasing power across all media outlets.
  7. Monitor ticket sales reports and adjust advertising strategies accordingly.
  8. Work with Graphics Designer, Patron Relationship Manager, Web Manager and Designer, and Vice President Marketing for design/planning and production of season brochures, advertising, and all other marketing materials across all collateral mediums.
  9. Collaborate with Ticket Philadelphia management and Senior Director, Data Services and Web Development to create critical timelines and requirements for all ticketing fulfillment of marketing campaigns.
  10. Oversee the management of the telemarketing vendor relationship to ensure high sales of desired packages and products at the lowest cost.
  11. Coordinate with Ticket Philadelphia and Kimmel Center Box Office management to monitor inventory, manage holds for all ticketed events, and provide highest level of customer service.
  12. Work with Director of Individual Giving to establish best practices and strategy for communications between annual fund and subscription campaigns to achieve both maximum revenue and patron satisfaction. These positions will work jointly to establish baseline performance and set objectives to improve overall rates of engagement across the life cycle of the patron through integrated loyalty initiatives.

Accountability

  1. In conjunction with the Vice President Marketing, be accountable for achieving institutional goals for annual ticket revenue of approximately $12 million, creating timely and effective communications schedules with subscribers and patrons, and meeting deadlines for advertising and communications to secure subscription and single ticket sales.

Administration

  1. Communicate effectively not only with the entire marketing staff but also with members of IT, Development, and Ticket Philadelphia staffs on matters such as logistics in all channels of sales fulfillment.
  2. Create and manage concert series marketing budgets.
  3. Work collaboratively with Ticket Philadelphia and Kimmel Center Box Office teams.

Traits and Characteristics:

The Director of Marketing will be an experienced orchestra professional who has a keen curiosity and not a stereotypically siloed approach. This individual will be a highly collaborative team player who communicates effectively and with tactful directness, both internally and externally. The Director of Marketing will also be adept at data analysis, will have a proclivity for understanding and interpreting numbers, and will thrive on the accountability of reaching revenue goals. This individual will be an organized, highly efficient self-starter with a deep understanding of patron loyalty. Other key competencies include the following:

  • Interpersonal Skills – Builds rapport and demonstrates a sincere interest in others. Effectively communicates and relates well to all kinds of people.
  • Self-Management and Personal Accountability – Prioritizes and completes tasks necessary to meet or exceed the mutually agreed upon expectations and assumes accountability for personal actions.
  • Leadership – Organizes and motivates others to accomplish goals while creating a sense of order, direction, and active participation among a variety of stakeholders.
  • Presenting – Communicates persuasively and effectively to groups of all sizes through presentations, discussions, remarks, and written communications.

Qualifications:

A bachelor’s degree and a minimum of seven to 10 years of arts marketing and advertising experience at a managerial level are required. Strong project management experience is essential. Direct experience with a major symphony orchestra and working knowledge of classical music are preferred. Hands-on experience working with Tessitura is required. Additionally, the successful candidate will possess the following expertise:

  • Thorough knowledge and understanding of advertising and marketing disciplines.
  • Knowledge of and experience in orchestra industry and performing arts field.
  • Knowledge of telemarketing and ability to collaborate with the vendor.
  • Knowledge of marketing systems and ticketing and subscription based sales.

Compensationg and Benefits:

Competitive compensation, commensurate with experience, and benefits include paid time off, health insurance, and a generous employer contribution toward a 403(b)-retirement plan.

Applications and Inquiries:

Ms. Ronda Helton
Vice President
Arts Consulting Group

533 Church Street, Suite 160
Nashville, TN 37219-2312
Tel (888) 234.4236 Ext. 218
Fax (888) 284.6651
Email philadelphiaorchestra@ArtsConsulting.com

Web Manager - Marketing

Department: Marketing
Reports to: Vice President, Marketing
Supervisor to: Web Coordinator

Summary:

The Web Manager is the primary content manager for The Philadelphia Orchestra's website and email program. This position is accountable for ensuring a coherent presence across all interactive media channels and for supporting significant and growing revenue across these channels The Web Manager interfaces with staff in the following departments: Marketing and PR, Development Collaborative Learning, Digital Media, IT Services, and counterparts at the Kimmel Center and Ticket Philadelphia. This position serves as an expert inpatron facingtechnology, advocates for decisions that support an exceptional and consistent user experience and is critical to the success of The Philadelphia Orchestra's use of digital technology and platforms that expand the quality, engagement and sophistication of its online presence.

Essential Functions:

  1. Create, post and maintain web pages for www.philorch.org
  2. Creates, manage and executes outbound e-mail communications for the organization.
  3. Ensure that the Orchestra web pages are consistent in tone and language and reflect the overall strategy and brand of the institution.
  4. Develop and maintain a consistent web style guide across the organization and its various channels and departments.
  5. Set analytics benchmarks and goals; compile and distribute reports on web and email analytics and social media participation; make recommendations based on thorough evaluation of analytics.
  6. Further organizational efforts in online ticketing and fundraising initiatives.
  7. Collaborate closely with IT Services department and external vendors on website maintenance, updates, SEO, planning and aligning marketing strategies with technology strategies.
  8. Work with marketing department to strategize online advertising and advise on emergent interactive advertising opportunities and analytics to further revenue goals.
  9. Directly supervise the Web Coordinator on all aspects of daily operations, including the website, email marketing, job tracking and production schedules and related online activities
  10. Keep aheadofwebandsocial media trends,innovationsand emergent interactive technologies; make recommendations on new features and applications to keep The Philadelphia Orchestra's position as an innovator in the field
  11. Other duties as assigned.

Education/Experience:

Bachelor's degree required, with five or more years in marketing and web technologies. Must possess a strong understanding of web marketing technology and know how to use electronic media to enhance The Philadelphia Orchestra's objectives, with a particular focus on revenue generation and engagement.

Knowledge/Skills/Abilities:

  1. Strong knowledge of HTML and CSS
  2. 2 or more years of experience using Drupal CMS version 7
  3. Expert knowledge of Adobe Creative Cloud Suite
  4. Experience with GitHub or similar code deployment tool a plus
  5. Experience with AngularJS and Amazon Web Services a plus
  6. Knowledge of search engine optimization and Google Grant management
  7. Stellar verbal and written communication skills
  8. Experience providing statistical tracking and report information.
  9. Experiencemanagingmultilayeredprojects
  10. Detail oriented and ability to work in a fast-paced, deadline driving environment
  11. A collaborative spirit and ability to engage colleagues and leadership
  12. An appreciation of classical music preferred.

Working Conditions/Physical Demands:

Routineforofficeenvironment. Some evening and weekend hours required for Orchestra concert duties and seasonal demand.

To Apply: Send cover letter and resume to humanresources@philorch.org

Mail to: The Philadelphia Orchestra Association Attn:  Human Resources One South Broad Street, 14th Floor Philadelphia, PA  19107

Web Project Manager - Information Technology

Department: IT Services
Reports to: Senior Director, Data Services and Web Development

Summary:

The Web Project Manager is responsible for managing and ensuring the success of all web development projects and web support for the IT department that services The Philadelphia Orchestra and the Kimmel Center. This position will work in conjunction with the web development team to make efficient use of the developers’ time to accomplish web development projects that span across multiple organizations and include multiple stakeholders. Additionally, the Web Project Manager will facilitate all communication regarding in-house web development and web development support and bug fixes through the use of a development release cycles, documentation and in person meetings.

This position requires experience in the creation of project plans using standard project management software and “agile” development practices. When working on new web development projects, the position will develop use cases to influence the direction of web development.

The Web Project Manager must have a working knowledge of source control and code repositories and be the main steward of all in-house developed applications and should have fluency with Microsoft web development programming languages and a background in user interface best practices.

Essential Functions

  1. Manage projects that have varying degrees of complexity and that adhere to strict deadlines.
  2. Develop effective project plans and execute these plans across multiple projects.
  3. Use an issue tracking system to track code bugs and enhancements. This tracking system will also be used to communicate and document web projects and code changes within the department and to external clients.
  4. Working as part of the Web Services Team, responsible for delivering, communicating and implementing a bi-weekly code rollout for in-house applications while ensuring that this code rollout is vetted using standard quality assurance protocols.
  5. Oversight and daily management of the web developers to establish LOE of each phase of SDLC and prioritized QA tasks for bi-weekly releases.
  6. Testing and maintaining web pages for Philadelphia Orchestra, Kimmel Center, Ticket Philadelphia and other Clients of IT Shared Services.
  7. Testing and deploying daily email campaigns for all clients.
  8. Design, develop, and implement test plans and use cases to ensure all system requirements and performance criteria are met.
  9. Troubleshooting and resolving basic application bugs and errors through familiarity in a Microsoft-based environment.

Education/Experience:

Bachelor’s degree required. Candidate must have 3 to 5 years of work experience in programming and project management. Candidate must be familiar with the latest project management and collaboration tools and comfortable with programming environments and source control programs.

Knowledge/Skills/Abilities

  1. Strong project and people management skills.
  2. Excellent organizational and communication skills and the ability to work independently.
  3. A familiarity with Microsoft development programming languages
    1. .Net coding in an object-oriented environment.
    2. C# preferred
  4. Experience working with .Net Framework.
  5. Understanding of Agile development model
  6. Knowledge of XML/XSLT.
  7. Experience with SOAP, REST and Web Services on .Net.
  8. Working knowledge of HTML, CSS and JavaScript.
  9. Knowledge of Basecamp and Microsoft Project
  10. Ability to prioritize assignments and tasks to meet critical client deadlines
  11. Expertise with JIRA testing tool.
  12. Knowledge of the Tessitura Ticketing and Development CRM and web API.
  13. Ability to work in a collaborative work environment and present a creative, energetic and positive attitude.

Working Conditions/Physical Demands

Routine for office environment.

Touring and Logistics Manager

Department: Operations
Reports to: Creative Director of Operations

Summary:

The Touring and Logistics Manager is responsible for creating the logistical plan for all touring and residencies as well as the execution of day-to-day operations including managing all Philadelphia Orchestra subscription programs and special concert productions in all venues at The Kimmel Center.

The Touring and Logistics Manager reports to the Creative Director of Operations. The Touring and Logistics Manager works closely with the Orchestra General Manager, Director of Orchestra Personnel, Assistant Personnel Manager, Artistic, Development, Collaborative Learning, and Marketing departments and Kimmel Center operations staff.

Key Responsibilities:

  1. Manage tour and residency planning and execution, including creating itineraries, arranging travel and lodging, working with vendors to control costs and maintain accurate budgets.
  2. Collaborate with all departments on residency planning, execution and implementation.
  3. Collaborate with the Executive Vice President of Orchestra Advancement and the Orchestra General Manager to draft, review, and execute contracts with tour and residency partners.
  4. Assist the Creative Director of Operations with the production and execution of all concerts in all spaces of the Kimmel Center, including equipment and instrument rentals, creating supertitles and calling cues, collaborating with stage manager and artistic department on stage plots, supervising stage crew and hiring extra stagehand labor as needed.5. Work with media partners in scheduling labor and production needs associated with broadcasts, IMAG, audio and video recordings. Collaborate with Creative Director of Operations, artistic and marketing departments on determining seat kills, choir loft and stage extension usage.
  5. Manage Kimmel Center space usage for The Philadelphia Orchestra, processing booking inquiries from Philadelphia Orchestra staff including chorus rehearsals and warm-up spaces, audition times, tech-holds, receptions, meetings and special events. Ensure current season calendar of events and Kimmel Center calendar correctly reflect Philadelphia Orchestra use and needs. Manage room requests for musicians and maintain sign-up sheet system.
  6. Manage musician instrument insurance policy including updates, claims and billing. Maintain Orchestra-owned instruments and equipment, piano tuning and selection schedules and distribution of keys for instrument and wardrobe lockers and Philadelphia Orchestra spaces in The Kimmel Center.
  7. Lead weekly production meetings, communicating cross-departmentally with artistic, operations, personnel, marketing, development, public relations, media and Kimmel Center staff. Attend bi-weekly library meetings with operations and artistic staff.
  8. Create, edit and distribute season date book and summer date book pages, in both printed and electronic versions.
  9. Execute administrative duties related to production activities including, but not limited to, check requests/invoices, printing and posting of production sheets, photographing, filing and archiving of completed programs and creating concert duty reports as well as ordering production-related consumables.
  10. Track contract-stipulated events such as open rehearsals, sound checks and other programmatic-dependent counts.
  11. Oversee and collaborate with Digital Media, Public Relations and Artistic regarding interviews, photo shoots, news, live and audio recordings.
  12. Conduct site visits as required in advance of any non-Verizon Hall concerts.
  13. Assist Director of Orchestra Personnel with creating contracts, digitizing records, creating templates and spreadsheets, posting seatings, memos, ordering office supplies and supplies for the Musician Lounge.
  14. Participate in concert duty rotation with Creative Director of Operations.

Education/Experience:

Bachelor’s degree required with at least three (3) years prior experience in orchestra production and administration required, or relevant combination of education and/or training and experience.

Knowledge/Skills/Abilities:

  1. Ability to execute the creative vision of the Music Director, President and other production partners.
  2. Experience with tour planning and execution involving large arts organizations.
  3. Ability to read music and familiarity with orchestral repertoire.
  4. Experience with multimedia productions and/or theatrical productions.
  5. Excellent interpersonal and communication skills and a proven team leader.
  6. Working knowledge of Microsoft Office (extensive Excel experience) and OPAS.
  7. Ability to provide responsive delivery of ideas, options, and department communication follow-through with others.
  8. Proven problem-solving skills in high-pressure environment.
  9. Strong organizational skills with ability to multi-task and prioritize multiple projects in a fast-paced environment.

Working Conditions / Physical Demands

Routine for office environment. The employee will be required to travel with the Orchestra off-site on run-outs, tours and residencies, domestic and international, and will perform the essential functions of the job during evening and weekend concerts.

Audience Development Coordinator

Department: Marketing
Reports to: Audience Development Manager

Summary:

The Audience Development Coordinator is responsible for supporting strategy and marketing tactics for selling concert tickets to traditional and emerging audiences by implementing effective and targeted sales campaigns to increase audiences across all product/series in tandem with the marketing staff.

This position also provides office support to the Audience Development Manager. This position will be approximately 50% administrative and 50% sales oriented.

Essential Functions:

  1. Coordinate scheduling, ticketing, invoicing and logistics procedures for all groups.
  2. Greet scheduled groups as needed (some evenings and weekends will be required).
  3. Manage and expand group accounts.
  4. Recommend process improvements based on team performance and customer feedback.
  5. Work with Manager to build annual sales plan to achieve sales goals. Plan should include target audiences, detailed marketing and sales strategies and tactics, timelines, and measurement.
  6. Assist Manager with marketing initiatives including direct mailings, e-communications, event planning, and inside/outside sales call execution.
  7. Help Manager with day to day activities behind the eZseatU College Ticket Program.
  8. Support audience development programs, including TeenTix, Young Friends of The Philadelphia Orchestra.
  9. Administrative duties as assigned.

Education/Experience:

Bachelor’s degree and 1 year of experience in a related Sales and Marketing position. Experience in event planning and copywriting is a plus.

Knowledge/Skills/Abilities:

  1. Strong sales-oriented skills and attitude including the ability to make cold calls and close sales.
  2. Excellent presentation, organization and planning skills.
  3. Strong written and oral communication skills, including experience in providing superior customer service and communicating effectively with a variety of people. Patient and professional phone manner.
  4. Team oriented and strong ability to think creatively and problem-solve.
  5. Self-starter who takes direction well.
  6. Excellent computer skills include MS Word, Excel and PowerPoint. Experience with CRM software (Tessitura preferred).
  7. Ability to solve practical problems and prioritize needs in a variety of situations where standardization may be limited and immediate decisions are necessary. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Working Conditions / Physical Demands

Routine for office environment. The employee will be required to attend meetings/events during evening and weekend hours.

Coordinator, Development Services

Department: Development
Reports to: Senior Director, Development Services
Supervisor to: None
Status: Exempt

Summary:

The Coordinator will assist with prioritizing and organizing work systems for The Philadelphia Orchestra Development programs. These programs include but are not limited to Board, General Membership, Volunteer, Academy of Music Restoration and Ball, and Institutional Giving (Corporate, Foundation, and Government). Some of the tasks include, processing donations for Academy of Music and ball related transactions, individual, corporate, foundation and government gifts, stock gifts, transaction adjustments and memorial gifts, generating and mailing select gift acknowledgement letters, make changes to contact information on donor records and provide administrative support on donor accounts. The Coordinator will also assist the Senior Director of Development Services and the Development Services Manager as needed.

Essential Functions:

  1. Perform all aspects of donation processing, data entry of gifts, transaction adjustments, preparing benefit information packets, acknowledgement letters, and donor tax-receipts, research and track donations, and prepare and balance daily processing reports
  2. Work closely with the various program coordinators on acknowledgements and donations for general membership, Volunteer and AOM gifts and events and assist with the acknowledgement process for all Board and Maestro Circle gifts (when necessary).
  3. Process and track special patron needs and requests such as memorial and honorary gifts to the Annual Fund, also process stock gifts, Corporate, Foundation, and Government gifts.
  4. Make daily bank deposits.
  5. Make contact information changes to donor accounts.
  6. Maintain files of donor information and gift processing documentation.
  7. Respond to patron inquiries received by or forward to the Development Services department.
  8. Assist Manager and Senior Director with reports, scheduled and ad hoc.
  9. Assist with training of Development department on Tessitura
  10. Back up Development Services Manager

Education/Experience:

Some college education required; undergraduate degree preferred. Customer service experience required. Banking industry background a plus. Knowledge of Tessitura or other fundraising software a plus.

Knowledge/Skills/Abilities:

  1. Understanding of development & fundraising fundamentals preferred.
  2. Attention to detail essential.
  3. Critical thinking skills essential; ability to problem solve.
  4. Excellent word processing and spreadsheet skills.
  5. Excellent organizational skills.
  6. Ability to work collaboratively across the Development department.
  7. Ability to work with confidential information with accuracy and discretion.

Working Conditions / Physical Demands

Routine for office environment.

Coordinator, Annual Fund

Department: Development
Reports to: Senior Manager, Annual Fund

Summary:

Under the direction of the Senior Manager, Annual Fund, the Annual Fund Coordinator provides daily administrative support for annual individual giving programs of The Philadelphia Orchestra (POA). Key responsibilities include support of event planning and execution, customer service, assistance with donor acknowledgements, scheduling, data entry, and routine office duties. The Annual Fund Coordinator provides administrative support to the Director, Annual Fund, Senior Manager, Annual Fund, and, as it relates to Annual Fund events, to the Manager of Development Events.

Essential Functions:

  1. Provide quality customer service to POA patrons by serving as primary point person for responding to the Annual Fund donor phone lines, and secondary point person for the Development email inboxes.
  2. Produce gift transmittals for gifts and pledge forms for Annual Fund gifts; ensure accuracy of daily activity by monitoring gift reports and by working closely with the Development Services Department to ensure proper coding of records and gifts.
  3. Generates open pledge invoices on a regular schedule to be determined by the Senior Manager.
  4. Update acknowledgement letter templates to ensure letters are timely and accurate.
  5. Aid in the fulfillment of donor benefits including CD fulfillment, Open Rehearsal tickets.
  6. Coordinate and provide administrative support for stewardship events including the Salon Series, Open and Closed Rehearsals and other events.
  7. Oversee the matching gift program including producing gift transmittals, monitoring matching gift company websites for accuracy of gifts and transfer of funds, following written procedures for all matching gift company correspondence including refunds and reporting.
  8. Process expenses in accordance with budget procedures. Complete and submit monthly Corporate AMEX statements for Director and Senior Manager of the Annual Fund. Track and keep up-to-date department expenses through both a hard-copy binder and Excel spreadsheet.
  9. Recruit, facilitate, supervise, and participate in all in-house Annual Fund mailings.
  10. Schedule meetings, execute data entry, and routine office duties.
  11. Ensure a full and consistent inventory of department stationery and other supplies.
  12. Provide general development department assistance as needed.

Education/Experience:

Bachelor’s degree or transferable experience required. Relevant experience with annual fund, membership and individual giving campaigns.

Knowledge/Skills/Abilities:

  1. Excellent interpersonal, organizational and communication skills (verbal and written).
  2. Attention to detail and ability to work in a fast paced, multi-task office environment.
  3. Strong, demonstrable proficiency with MS Office products, with a strong working knowledge of Excel.
  4. Experience with database management. Knowledge of Tessitura a plus.
  5. Ability to work independently and proactively.
  6. Ability to work with confidential information with accuracy and discretion.
  7. Knowledge of classical music a plus.

Working Conditions / Physical Demands

Routine for office environment. The employee will be required to perform the essential functions of the job during evenings and weekends.

Part-time Administrative Assistant, Information Technology

Department: Information Technology
Reports to: Director of IT
Status: Part-time, Non-Exempt

Summary:

The Part-time Administrative Assistant provides billing, time tracking, expense reimbursement and other administrative duties to the IT Shared Services department. This is a part-time, hourly position, providing an expected 20 hours per week of administrative work.

Essential Functions:

  1. Complete accounts payable submissions with proper G/L coding to Finance on behalf of the IT Department on a weekly basis.
  2. Submit IT department’s Amex bill to Finance with proper G/L coding on a monthly basis.
  3. Help with Procurement process of IT equipment by getting routine quotes from vendor websites.
  4. Prepare Office documents on an ad-hoc basis for all members of the IT department.
  5. Handle paid time off requests from IT team members and submit to Finance.
  6. Help facilitate time tracking of IT team members by running simple reports from helpdesk system.
  7. Provide phone coverage for general calls that are routed to members of the IT team.
  8. Assist in registering IT staff for training and business travel plans.
  9. Organize staff lunches and setup meetings for Managing Director.
  10. Other duties as assigned.

Education/Experience:

A minimum of two to three years of office support experience, general accounting and administrative skills required.

Knowledge/Skills/Abilities:

  1. Excellent communication skills, highly organized, detail-focused, and customer service oriented.
  2. Proficiency in MS Office.
  3. Ability to work with confidential information.

Working Conditions / Physical Demands

Routine for office environment.