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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:

Vice President of Marketing

The Philadelphia Orchestra invites applications and nominations for the position of Vice President of Marketing.

The Orchestra
www.philorch.org

The Philadelphia Orchestra is one of the preeminent orchestras in the world, renowned for its distinctive sound and admired for its legacy of imagination and innovation on and off the concert stage. The Orchestra is inspiring the future and transforming its rich tradition of achievement, sustaining the highest level of artistic quality, but also challenging and exceeding that level by creating powerful musical experiences for audiences at home and around the world.

As the founding resident company of the Kimmel Center for the Performing Arts, The Philadelphia Orchestra presents its main season there in Verizon Hall. Within the city, the Orchestra performs during summer months at the Mann Center for the Performing Arts and Penn’s Landing, Longwood Gardens, and the Philadelphia Navy Yard, which are often venues for free Neighborhood Concert Series as well as educational and community partnership programs. In summer, the Orchestra enjoys a three-week residency in Saratoga, New York, and a week with Bravo! Vail Music Festival in Colorado.

Through concerts, tours, residencies, presentations, and recordings, The Philadelphia Orchestra is a global ambassador for Philadelphia and the nation. In addition to touring in Europe, the Orchestra has a five-year agreement with the National Centre for the Performing Arts in China and a five-year agreement with the Shanghai Media Group. The Orchestra has a strong media presence with recordings available on disc and digital music services, weekly radio broadcasts, and a national radio series on Sirius FM.

Yannick Nézet-Séguin is now in his seventh season as Music Director of The Philadelphia Orchestra. Matías Tarnopolsky was appointed President and CEO in 2018. Ryan Fleur is Executive Director.

The Position

The Vice President of Marketing develops and leads the marketing strategy for The Philadelphia Orchestra as an institution and for the Orchestra’s programs and activities worldwide. The Vice President is responsible for the consistency and effectiveness of messages delivered to the Orchestra’s many stakeholders and diverse audiences through print and digital marketing materials, messaging, and the Orchestra’s website. The Vice President manages, promotes, protects, and expands The Philadelphia Orchestra’s brand. S/he ensures optimal positioning for The Philadelphia Orchestra in the local, regional, national, and international marketplace.

The Vice President of Marketing is responsible and accountable for achieving and exceeding annual revenue goals for subscription and single ticket sales, currently at $12 million, and for all aspects of audience development for The Philadelphia Orchestra’s concerts at the Kimmel Center and the Philadelphia Academy of Music. S/he designs and implements strategic marketing plans and ticket sales campaigns. S/he collects and analyzes sales and patron data to ensure data-driven marketing decisions designed to expand audiences and maximize revenue. The Vice President oversees design and content development for the Orchestra’s website and all print and digital marketing materials.

The Vice President of Marketing leads, motivates, supervises, and evaluates a marketing team of seven and manages a marketing budget of $3.5 million. S/he collaborates with the development team in securing and fulfilling concert sponsorships. S/he develops and directs individual giving campaigns for gifts of less than $1,000. S/he collaborates with the Artistic Planning team in developing ticket sales goals and marketing strategies for individual concerts and events. The Vice President of Marketing oversees and manages the Orchestra’s relationship with Ticket Philadelphia to ensure patron loyalty through excellence in all aspects of customer service.

Candidate Profile

The ideal candidate will be a seasoned professional who combines a passion for orchestras and symphonic music with the proven ability to build audiences, achieve revenue goals, and strengthen brand recognition internationally. S/he will be a creative and strategic thinker who is able to develop and lead implementation of institutional and event-specific marketing plans.

The successful candidate will have the demonstrated ability to conduct, analyze, and utilize market research to design marketing strategies that achieve revenue goals. S/he will be knowledgeable about marketing best practices for the performing arts, including patron services and retention, use of technology, social media, e-commerce, telemarketing operations, pricing and packaging, web marketing, licensing, sales, and institutional branding. A strong working knowledge of music, artists, and repertoire, although not required, will be considered an asset.

The successful candidate will have strong project management experience, including balancing multiple priorities and deadlines. S/he will demonstrate the ability to align priorities with institutional goals. S/he will be experienced in managing an organization’s brand, image, and message in multiple and diverse cultural environments.

The successful candidate will be an effective manager of human and financial resources. S/he will have excellent communication and organizational ability. S/he will be creative, curious, persistent, and imaginative. S/he will be a problem solver with a collaborative management style that focuses on accomplishment and success. The successful candidate will be a person of integrity and high ethical standards with a strong personal commitment to transparency. S/he will be able to accept a work schedule that includes attendance at evening and weekend performance and events.

Compensation

Compensation, including benefits, is competitive and commensurate with qualifications and experience.

Applications

The Philadelphia Orchestra is an equal opportunity employer and is committed to diversity, inclusion, and equity in all facets of the organization. We seek to develop a diverse candidate pool and welcome nominations and applications from all qualified candidates regardless of race, gender, sexual orientation, age, disability, religion, or national origin.

Applicants are asked to prepare a cover letter that describes your specific interest in The Philadelphia Orchestra and outlines your qualifications for the position. Please submit with a resume, salary requirements or expectations, and contact information for at least three professional references. Electronic submissions are requested. All applications will be treated as confidential and references will not be contacted without the candidate’s knowledge and agreement.

Please send materials to:
The Philadelphia Orchestra – VP of Marketing
c/o Catherine French Group
2500 Q Street NW, Suite 623
Washington, DC 20007
applications@catherinefrenchgroup.com

Please submit material in Adobe PDF or Microsoft Word format.

Coordinator, Annual Fund

Department: Development
Reports to: Director, Annual Fund

Summary:

Under the supervision of the Director, Annual Fund, the Annual Fund Coordinator provides daily administrative support for the annual individual giving programs of The Philadelphia Orchestra (POA). Key responsibilities include interfacing with patrons through phone, email, concerts, and events; preparing contributions for data entry; supporting the administrative needs of the fundraising and events teams; and maintaining accurate information in the donor database.

The Annual Fund Coordinator works closely with the Manager, Annual Fund, the Manager of Development Events, and the Development Services team.

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 email inboxes.
  2. Produce gift paperwork for Annual Fund contributions; ensure accuracy of daily gift activity by monitoring reports and by working closely with the Development Services Department to ensure proper coding of records and gifts.
  3. Generate open pledge invoices on regular schedule to be determined by the Director.
  4. Draft, edit, and maintain copy for appeal letters, e-blasts, collateral materials, event invitations, and website updates.
  5. Assist with the fulfillment of donor benefits including premium distribution and Open Rehearsal tickets.
  6. Work with the Manager of Development Events to coordinate, provide administrative support for, and staff donor benefit events such as the Salon Series, Open and Closed Rehearsals, Backstage Tours, the Carnegie Hall Patron Day Trip, and the Annual House Party.
  7. Occasionally work concerts along with other members of the Development team, staffing the donor lounge and special donor information tables.
  8. Oversee the matching gift program by producing gift transmittals, monitoring matching gift company websites for accuracy of gifts and transfer of funds, and following written procedures for matching gift company correspondence.
  9. Process expenses in accordance with budget procedures. Track and keep up-to-date department expenses through both a hard-copy binder and Excel spreadsheet. Complete monthly budget reconciliations to ensure accuracy.
  10. Project manage Direct Mail pieces that are prepared both internally and externally through a mail house.
  11. Schedule meetings, execute data entry, and perform routine office duties, including filing.
  12. Ensure a full and consistent inventory of department stationery and other supplies.
  13. Provide general Development Department assistance as needed.
  14. Maintain Annual Fund procedural guides.

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. A customer-service mentality and personality that works well with colleagues and members of the public.
  3. Attention to detail and ability to work in a fast-paced office environment. 
  4. Strong, demonstrable proficiency with MS Office products, with a strong working knowledge of Excel.
  5. Experience with databases. Knowledge of Tessitura a plus.
  6. Ability to work independently and proactively.
  7. Ability to work with confidential information with accuracy and discretion.
  8. Interest in classical music and music education is 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.

Digital Asset Manager

Department: Digital Media
Reports to: Director, Digital Media and Video Production

Summary:

The Digital Asset Manager is responsible for overseeing the Orchestra’s digital asset management and Orchestra On Demand content and systems.

This individual will work closely with the Director of Media, Director of Publications and Content Development, and Marketing department to ensure the Orchestra’s digital assets are organized, catalogued, and properly managed.

Essential Functions:

  1. Oversee the migration and proper metadata tagging of content into the digital asset management system(s) from various file formats and codecs.
  2. Serve as the staff point-of-contact for the digital and media asset management systems, providing training and assisting with queries as needed, partnering with key staff to ensure metadata completion and compliance.
  3. Uphold governance policies and procedures to ensure standardized asset categorization, establish consistent data definitions, and monitor overall quality of content.
  4. Identify and manage the resolution of data quality issues such as uniqueness, integrity, accuracy, consistency, and completeness.
  5. Monitor system usage and identify solutions to improve participation, requests, and workflows.
  6. Assist the support team in user support and system maintenance.
  7. Monitor search queries and search experience trends to improve the quality of metadata.
  8. Other duties as assigned.

Education/Experience:

A Master’s degree in library and information science, or equivalent degree strongly preferred. Previous experience with content or digital asset management systems. Experience digitizing and managing a variety of formats, including audio, video, images, and the creation of associated metadata is required.

Knowledge/Skills/Abilities:

  1. Strong organizing and planning skills with attention to detail.
  2. Self-starter with the ability to work both independently and as part of a team.
  3. Excellent analytical, oral and written communication skills.
  4. Excellent knowledge of and aptitude for computers, software, and media formats.
  5. Knowledge of both Mac and PC platforms.
  6. Knowledge of Audio, Video, and Image editing software.

Working Conditions/Physical Demands:

Routine for office environment.

Graphic Designer

Department: Marketing 
Reports to: 
Vice President, Marketing
Supervisor to: Graphics and Marketing Coordinator 

Summary:

The Graphic Designer is responsible for the visual style, design, creation and production of The Philadelphia Orchestra Association’s collateral materials presented in a variety of mediums.  These materials should communicate and enforce the continuity, quality, clear message, and standards of the Association’s institutional image.

The Graphic Designer will assist in the development of marketing campaign objectives, implement marketing objectives in all materials, build and maintain the corporate brand and messages in all communications and work with the Marketing staff on all projects. The responsibilities of this position will be divided as follows:  Design and Production - 75%; Trafficking and Preparation - 15%; Administrative Duties - 10%.

Essential Functions:

  1. Develops and designs printed materials for The Philadelphia Orchestra, which includes comprehensive marketing campaigns, direct mail, brochures, advertisements, newsletters, program books, posters, presentations, reports, and product development.
  2. Oversee the concept, design, and production of ALL POA visual identifiers including publications, advertising, digital and social graphics & out of home graphics; Art Direct illustrators, photographers, multimedia suppliers as it relates to advertising & marketing efforts.
  3. Participates in conceptual design and communications meetings across organizational departments.
  4. Coordinate and produce all printed communications for all POA print advertising (i.e. major brochure production; season brochure; season guide; classical brochures;  family brochures; holiday brochures; ticket stuffers; special events posters/placards/invitations; Verizon Hall, Kimmel Center and Event signage; single ticket/special presentation flyers/event materials; monthly postcards; subscriber fulfillment mailing/stuffers/inserts; stationary design; flyers and handouts).
  5. Serve in a key role of brand governance through visual and corporate identity (print/web/broadcast/environmental graphics).
  6. Responsible for stewarding projects throughout design/review process, and successful production/delivery.
  7. Responsible for developing relationships with vendors such as printers and paper companies, and securing aggressive bids and cost-effective printing solutions.
  8. Responsible for managing and updating department’s archival portfolio.
  9. Scans and resizes artwork and photography for print, web, and e-mail projects.
  10. Other duties as assigned.

Education/Experience:

Bachelor’s degree in Graphic Design is required along with a minimum of five (5) years’ experience in production of printed materials and digital advertising. Knowledge of classical music helpful, but not required. 

Knowledge/Skills/Abilities:

  1. Excellent desktop/web publishing skills using Adobe CS: Illustrator, InDesign, Photoshop, Microsoft Word and all support utilities and software.
  2. Proficient with Macintosh operating system including troubleshooting and network operations.
  3. Excellent concept, design, organization and editorial skills.
  4. Proficient with scanning for both print and web.
  5. Creative graphic designer evidenced by a diverse portfolio.
  6. Strategic thinker and communicator with the ability to develop and execute projects from concept through production.
  7. Ability to work on multiple projects with tight timelines.
  8. Excellent interpersonal and communication skills.
  9. Thorough knowledge of writing, editing and proofreading process.
  10. Team player with the ability both to lead and to follow

Working Conditions/Physical Demands:

Routine for office environment. Some evenings and/or weekends for Orchestra concerts and events are required.

Graphics and Marketing Coordinator

Department: Marketing 
Reports to: Graphic Designer
Status: Exempt

Summary:

The Graphics and Marketing Coordinator supports the Graphic designer with visual style, design, creation and production of The Philadelphia Orchestra Association’s collateral materials presented in a variety of mediums.  These materials should communicate and enforce the continuity, quality, clear message, and standards of the Association’s institutional image. This position also serves to traffic all graphics job requests and schedules for all departments within the organization.

In addition, the Graphics and Marketing Coordinator supports efforts surrounding ticket sales, audience development, and audience retention campaigns for The Philadelphia Orchestra Association (POA). 

Essential Functions:

  1. Supports the Graphic Designer in designing and developing printed materials for The Philadelphia Orchestra, which includes comprehensive marketing campaigns, direct mail, brochures, advertisements, newsletters, program books, posters, presentations, reports, and product development.
  2. Support and coordinate all graphic job requests within the organization to meet all printing and publishing deadlines.
  3. Contributes as an active part of the marketing team, supporting all advertising and promotional strategies to meet institutional goals.
  4. Assists with support and implementation of promotions designed to develop a new audience.
  5. Maintains schedules and oversees creation of promotional collateral including 3sheets, inserts, bus shelters, banners, and all related concert and event signage.
  6. Keep supply of all marketing collateral current and available on display on and off site at various locations in the surrounding area.
  7. Maintains digital archives of marketing collateral and promotional files.
  8. Attend concerts; represent the Marketing Department at concerts and events and coordinate departmental concert duty schedule.
  9. Provide basic administrative support to the marketing department

Education/Experience:

Bachelor’s degree and a minimum of two years related experience or equivalent combination of education/training and experience in Graphic Design and or Marketing. Knowledge of classical music a plus. Experience in a not-for-profit working environment preferred.

Knowledge/Skills/Abilities:

  1. Excellent desktop/web publishing skills using Adobe CS: Illustrator, InDesign, Photoshop, Microsoft Word and all support utilities and software.
  2. Proficient with Macintosh operating system including troubleshooting and network operations.
  3. Excellent concept, design, organization and editorial skills.
  4. Strong attention to detail and ability to work on multiple projects simultaneously.
  5. Prior experience with print production, graphic design and direct mail preferred
  6. Excellent proofreading skills.
  7. Excellent writing and verbal communication skills.
  8. Working knowledge of Microsoft Office products.
  9.  Prior experience with HTML formatting and Email marketing tools preferred.

Working Conditions/Physical Demands:

Routine for office environment. The employee may be required to perform the essential functions of the job during evening or weekend hours.

Group Sales and Audience Development Manager

Department: Marketing 
Reports to: Associate Director of Group Sales and Audience Development
Status: Exempt, salary plus commission

Summary:

The Group Sales and Audience Development Manager is responsible executing the strategy and marketing tactics outlined by the department to attract, retain and engage new audiences in targeted segments for The Philadelphia Orchestra across all product lines for Philadelphia area based concerts for the Orchestra.  Specific areas of focus will include implementing robust group and corporate sales programs, student ticket programs (TeenTix and eZseatU), APPLE program, and supporting Young Friends and other targeted segments as identified.   

The Group Sales and Audience Development Manager is accountable to meet specific sales goals based on client potential and defined organizational growth demands. This position must meet deadlines as outlined in marketing plans and provide efficient management of budget and resources. This position will also be measured with the timely execution and campaign results that successfully grow the student and community programs along with the overall group and corporate sales program. 

Essential Functions: 

  1. Manage the Group & Corporate Sales efforts in all marketing tactics to implement engaging, high leverage campaigns that are efficient, cost effective and targeted to grow audience across all product offerings, meeting all identified sales goals for the department. 
  2. Expand and segment current group leads to be contacted for group & corporate ticket sales.  Develop strategies for specific target group market will include the corporate community, out-of-town visitors, convention groups, school/university groups, professional associations, social clubs, and other local groups.
  3. Actively manage all aspects of student ticket programs (TeenTix and eZseatU) and other targeted segments as identified with Associate Director of Group Sales and Audience Development, which may include direct mail, digital advertising, acquisition events and concerts to achieve desired sales results.  
  4. Actively manage all aspects of the APPLE (Appreciation Program for PhilaSD Leaders in Education). 
  5. Support the Associate Director of Group Sales and Audience Development with aspects of the Young Friends program. 
  6. With the Associate Director of Group Sales and Audience Development, create and maintain a patron retention plan for all identified segments.  
  7. Take initiative to revise and create new sales strategies to help achieve departmental goals.
  8. Monitor and metrics from audience development efforts against key performance indicators and support Associate Director of Group Sales and Audience Development in report analytics in this area.  
  9. Represent the Marketing Department at concerts and events with the responsibility to meet and manage both groups and student ticket programs along with audience development events.
  10. In tandem with Associate Director of Group Sales and Audience Development, attend and represent The Philadelphia Orchestra at selected conferences, trade shows, and networking events. 
  11. Communicate effectively, not only with entire marketing staff, but also on matters such as logistics in all channels of student and group program fulfillment with members of IT, Kimmel Center and Ticket Philadelphia staffs. 
  12. Manage all group/corporate sales holds, invoices, payment and ticket distribution.
  13. Track and monitor the Group Sales budgets.

Education/Experience:

Bachelor’s degree required. A minimum of 3-4 years of sales experience and exceptional skills in group sales or a related sales field. Direct experience with a symphony orchestra and/or an entertainment, attraction or performing arts presenter highly preferred. A passion for and working knowledge of classical music preferred.

Knowledge/Skills/Abilities:

  1. Excellent verbal and written communication skills.
  2. Proven track record in sales, with annual growth in key areas of focus
  3. Exceptional patron service and client retention abilities.
  4. Superior organizational skills, attention to detail and the ability to meet simultaneous deadlines.
  5. Self-motivated, results-oriented and capable of working a fast-paced, team-oriented environment.
  6. Proficient in Microsoft programs. Ability to learn other software programs as needed. Familiarity with Tessitura ticketing software or other types of customer databases is a plus.
  7. Schedule flexibility and willingness to work some nights and weekends for concert duty as needed.

Working Conditions / Physical Demands

Routine for office environment. The employee will be required to perform the essential functions of the job during evening and weekend concerts and/or events.

Senior Manager, Academy of Music (AOM) Restoration Fund Office

Department: Development 
Reports to: Senior Director, AOM Restoration Fund Office
Supervisor to: Coordinator, AOM; Seasonal FT Temporary Staff; Interns

Summary:

The Senior Manager, Academy of Music Restoration Fund Office, is responsible for managing the daily operations of the activities of the AOM Restoration Fund Office and assisting in the strategic planning for the AOMRFO and Anniversary Concert and Ball. 

This position works with the Senior Director of the Academy of Music Restoration Fund Office on the successful planning and execution of all of the fundraising activities in support of the restoration and preservation of the Academy of Music. This includes the Anniversary Concert and Ball and annual Restoration Fund prospecting, cultivation and solicitation initiatives. The Senior Manager also serves as the Budget Manager for the office, preparing all budgets and forecasts, and managing expense and revenue tracking. 

The Senior Manager will be responsible to work with the Senior Director, Chairman of the Academy Board of Trustees, event Co-Chairmen and Committee members and The Philadelphia Orchestra Executive VP of Institutional Advancement/Chief Restoration Fund Officer, on the vision and successful planning and execution of the Anniversary Concert and Ball to include the editorial process and publishing of the annual Anniversary Program Book and Concert and Ball Invitation, communication with all Concert and Ball Committees, Underwriting solicitations and fulfillment. The Senior Manager is responsible for the fulfillment of all website and electronic communications for the Concert and Ball and Restoration Fund.

This position will also oversee negotiation and management and fulfillment of all Restoration Office vendor and in-kind contracts and will work with the Senior Director and AOMRFO staff to coordinate seating, attendee lists and all logistics for the Anniversary Concert and Ball. Additional responsibilities include oversight for the scheduling and creation of all Concert and Ball Committee and Academy Board meetings and events related to the Anniversary Concert and Ball and VIP cultivation events related to the Restoration Fund.  In-Kind contracts include fulfillment of all media contracts involving website and electronic communications. The Senior Manager is responsible for keeping the Restoration Office on track with its annual and monthly calendar of projects and ensuring that all projects meet the designated calendar deadline for review and completion.

The Senior Manager coordinates all individual, corporate and foundation prospecting, grant writing and communication for capital projects for the Academy of Music Restoration Fund. In addition, the Manager is responsible for the coordination of all communications with Committee members, prospects and donors via appeal letters, quarterly newsletter drafting and production of emails.

The Senior Manager is responsible for the coordination of all digital and print media for the Anniversary Concert and Ball and Restoration Fund and the coordination of those efforts with Orchestra PR, Marketing and Development Departments and all AOM in-kind partners.

The Senior Manager is the chief point of contact and overall administrator for all Academy of Music Young Friends coordination for the Concert and Ball and Restoration Fund activities.

The Senior Manager is responsible for working with the Senior Director and Philadelphia Orchestra Development staff to meet the annual fundraising goals of the Restoration Fund. This includes grant writing and all activities related to annual fund initiatives. This position is responsible for working with the AOMRFO Senior Director and Coordinator and Orchestra Development staff on all prospect pipeline activities including research, ratings, tracking, strategy and execution.

The Senior Manager is responsible for attending all Board of Trustee meetings, assisting in preparation of Trustee meeting materials, particularly working with the Orchestra Controller on financial reporting and must transcribe and produce minutes for each Trustee meeting in a timely fashion.

During the Concert and Ball event and Program Book publication season, October 1 through the end of January, the Senior Manager will be required to respond to evening and weekend email and phone calls from Trustees, staff and Concert and Ball Committee Co-Chairmen and Committee members to the best of their ability.

Essential Functions:

  1. The Senior Manager supervises the Coordinator, Seasonal FT Temporary Staff; Interns
  2. Work with the Senior Director on all logistics, communications and operations related to the Concert and Ball, including, but not limited to, subcontractors, vendors, Committee meetings, phone, email and mail correspondence, Committee meetings and events, event Underwriting, Box Office coordination, ticket designs, ticketing, Eblasts, corporate signage and all sales and advertising initiatives.  Assure the expenses for the Concert and Ball and the Restoration Fund are in alignment with the planned budget for the Restoration Fund Office.
  3. Manage the Concert and Ball invitation process with the AOMRFO Coordinator via vendor, creation, design, the editing/proofing process and printing.
  4. The Senior Manager is the Orchestra designated Budget Manager for the AOMRFO.
  5. Work with the Coordinator to plan the mailing process for the invitations.
  6. Assist in managing the process for seating at both the Concert and Ball.
  7. Coordinate and oversee all recognition and acknowledgement letters to vendors, donors and Underwriters.
  8. Oversee the tracking of all gifts in kind in support of the Ball, acknowledge and fulfill appropriately and assure compliance with internal finance reporting of such gifts.
  9. Work with the Coordinator to oversee the editorial process for the Program Book, including layout, design, photo captions and text and oversee the proofreading of the Program Book 
  10. Work with Senior Director and editorial staff to ensure Program Book is in compliance with organizational editorial standards.
  11. Manage the grant writing, tracking, submission and reporting for grants in support of the Restoration Fund.
  12. Collaborate with the Senior Director on the annual fund activities of the Restoration Fund Office including direct mail, Enews, website, newsletter and other fundraising initiatives for capital projects. This includes building the major gifts portfolio for Chairman of the Board, Executive Director and Senior Director.
  13. Manage the AOM Young Friends Program including all YF Committee administration, budget and events.
  14. Codify and refine all AOMRFO processes to ensure best practices and efficient work flow for the AOMRFO. 
  15. Assist in all AOM website and social media content conceptualization and management; update website and social media content.

Education/Experience:

College degree with minimum of 5 years of progressive development, fundraising, website, media, volunteer management and event planning experience required.  Strong writing skills required and candidates must provide three (3) writing samples.    Experience with database management and fundraising software required.

Knowledge/Skills/Abilities:

  1. Excellent interpersonal skills and ability to work collaboratively across the Development department and entire organization.
  2. Excellent organizational and communication skills (verbal and written).
  3. Strong time management skills and attention to detail essential.
  4. Must have sales experience.
  5. Experience with database management and proficiency in MS Office.
  6. Strong understanding of financial processes including invoicing.
  7. Ability to handle confidential information with accuracy and discretion.

Working Conditions/Physical Demands: 

Routine for office environment.  The Senior Manager will be required to attend meetings and events during evening and weekend hours. During the Concert and Ball event and Program Book publication season, October through the end of January, the Senior Manager will be required to be responsive to evening and weekend email, text and phone calls from Board members, staff and Concert and Ball Committee Co-Chairmen and Committee members to the best of their ability.

Development Coordinator, Academy of Music (AOM) Restoration Fund Office

Department: Development 
Reports to: Senior Manager, AOM Restoration Fund Office and Senior Director, AOM Restoration Fund Office
Supervisor to: Temp Seasonal Assistant; Interns

Summary:

The Coordinator is responsible for all development and operational support functions for the Academy of Music Restoration Fund Office including design, implementation, reporting and acknowledging annual fund appeals and gifts, facilitation of the design and mailing of the AOM newsletter, managing the office calendar scheduling for event logistics and co-chairs, and coordinating logistics for meetings. 

The Coordinator is also responsible for providing full operational support for the annual Anniversary Concert Program Book, which includes securing all Program Book advertiser sales, managing all the logistics for scheduling of 100+ VIP photos, volunteer committee management and cultivation, committee photo attendees, and follow up for all photo shoots and Program Book captions. Position manages the disbursements, tracking and invoicing needs of the AOM Restoration Fund, Program Book and Anniversary Concert, Ball tickets and Underwriting.

The Coordinator will work closely with committee members, donors, prospects and with all departments of The Philadelphia Orchestra Association. The Coordinator is responsible for the supervision of prospect research, systemized tracking of donations and event income and assisting the Senior Director and Manager in collaboration with Philadelphia Orchestra of prospect pipeline. 

The Coordinator will work in close collaboration with the POA Development Services Coordinator to assure that all of the Academy Ball transactions and donations are processed, acknowledged and reported in a timely and accurate manner. 

The AOM Development Coordinator is responsible for gift acknowledgement of all AOM Restoration Fund major gifts and tracking and coordination of all other AOM gift acknowledgements and data with Assistant Coordinator and POA Development Services.

During the Concert and Ball event and Program Book publication season, November through the end of January, the Coordinator will be required to be responsive to evening and weekend email and phone calls from Board members, staff and Concert and Ball Committee Co-Chairmen and Committee members to the best of their ability. 

The Coordinator will be required to sign up for a minimum of three Philadelphia Orchestra Concert Duty assignments.

Essential Functions:

  1. Responsible for all aspects of administration for the AOM department including tracking of revenue and expenses for the AOM, scheduling meetings, coordinating calendars, record and distribute meeting minutes, drafting letters, organizing spreadsheets, analyzing data, producing reports and coordinating print materials, including tracking of necessary inventory for mail house and internally coordinated mailings.
  2. Coordination of all solicitation mailings for Restoration Fund projects including drafting solicitation and acknowledgement letters, working with designers and mail houses and with IT for list acquisition and clean up, assure accurate record keeping in Tessitura to comply with POA policy for data input and systemized gift tracking.
  3. Coordinate all AOM solicitations and social media/email activity calendar with POA Marketing, PR and Development departments.
  4. Collaborate with the POA Development Services Coordinator for reporting of all transactions related to the Academy to include ticket purchases as well as Underwriting, Program Book and other donations.
  5. Work with volunteers on Program Book photo shoots, invitation list review, committee events, seating and other logistical issues related to the Academy Ball.
  6. Manage all sales of Program Book pages and logistics for Program Book photos, including scheduling of photo shoots with photographer and advertiser, and facilitation of participation by committee volunteers; manage invoicing and tracking of all contracts for Program Book.
  7. Assist in all AOM website and social media content conceptualization and management; update website and social media content.
  8. Assist in planning and coordination for Concert and Ball and Restoration Fund cultivation events.
  9. Plan, design, write and distribute AOM newsletter both electronic and print (two, annually).
  10. Supervise Assistant Coordinator who processes all Concert and Ball reservations, seating requests and Concert & Ball Information Line phone calls and assists with Program Book Advertiser Directory, donor list, Concert and Ball Attendees list and captions; research, data entry, acknowledgements, pipeline work and all other duties as assigned.

Education/Experience:

College degree preferred with 2-4 years senior level administrative experience required; or equivalent combination of education and experience.  

Knowledge/Skills/Abilities:

  1. Must possess strong time management skills and attention to detail.
  2. Must have sales experience
  3. Excellent organizational and communication skills (verbal and written).
  4. Strong interpersonal skills and ability to work collaboratively across several departments, including POA Development, Marketing, Public Relations, Finance and Artistic and Academy of Music and Kimmel Center staff.
  5. Experience with database management and proficiency in MS Office.
  6. Strong understanding of financial processes including budgeting and invoicing.
  7. Ability to handle confidential information with accuracy and discretion.
  8. Some evening work may be required from November through January.

Success Factors: 

Enthusiastic team player in a fast-paced office environment. 

Working Conditions/Physical Demands:

Routine for office environment.