Administer and coordinate projects of the Tanglewood Music Center. Serve as the "first line" of TMC response in addressing routine questions and keeping track of day-to-day business issues. Under the supervision of the Director, closely monitor the TMC budget and produce regular updates and forecasts with the TMC staff. Gather and organize information for website and printed materials and liaise with BSO marketing department. Assist with the application and audition process at the direction of the Manager of Student Affairs. Possible processing, as needed, of paperwork related to the rental of summer housing for TMC faculty and guests, working with the Berkshires Housing Coordinator and the TMC Associate Director. Implement the acquisition and distribution of library materials in the pre-season as directed by the Manager of Student Services and the Associate Director. Implement special projects as needed.
Provide support to other TMC year-round staff, in the development of new initiatives and procedures, and with the continuing development, artistically and administratively, of the TMC.
Monitoring of the TMC’s $3 million budget, including regular review of current budgets and periodic forecast revisions, under the supervision of the Director and, working with other TMC staff on their specific budget areas.
Tracking of capital requests and initiatives. Periodic submission of reports, including forecast revisions and advance budgets, to the finance department; participate in financial reviews, flag problems or potential problems, track changes and make adjustments as needed.
Schedule periodic budget meetings with TMC staff members, and monitor activity and changes in the budgets for each account.
Act as the point person for accounts related to ticket income, special events, library purchase and rental, application and dormitory fees, printing and reproduction, office supplies.
Process invoices and check requests, ticket and concert recording sales and other revenue. At the direction of other TMC staff, process payroll requests, including summer payments to BSO faculty. Prepare department American Express reports.
Supervise TMC In-Kind account usage: may include Airlines, Limousine services, and others
Serve as liaison with the BSO Marketing, Web and Publications Departments.
Working with other TMC staff, provide and/or proofread all marketing materials referencing the TMC, including Advanced Ticket Order Form, Tanglewood season brochure, Festival of Contemporary Music brochure, the TMC Shell, summer newspaper advertising, three-sheets, and recruitment materials.
Collect information for updates and submit to the relevant departments; provide and monitor for accuracy TMC website information, including on-line brochures, audition and application information, and summer program and information listings.
Working with other TMC staff, manage the production of printed materials, including applications and summer program shell.
Implement all administrative aspects of TMC commissions, including contact with publishers and agents in creation and execution of commission contracts as needed;
tracking and release of commissioning fees, honoraria and copying fees in coordination with the business office. Assist as needed with the management of distribution of music and materials related to each commission.
The TMC Administrator may be required to hire and supervise the work of TMC office assistants in Boston as needed, and to hire and supervise the TMC’s Front Desk Assistant or other support staff at Tanglewood.
Coordinate the work of Tanglewood Guides with the TMC. Other staff supervision may be required as well.
Working with staff including the Associate Director and the Berkshire Housing Coordinator, provide administrative support for housing and travel as needed.
This may include paperwork related to lease execution, and – in coordination with the Business Office – tracking and releasing rent payments; working on visas for artists; helping implement travel arrangements.
Work with Seranak staff to reserve BSO-owned housing for TMC guests.
· Serve as the front-line for the TMC office, answering inquiries and day-to-day questions.
· Maintain office functioning, including ordering supplies, managing mail and mailings, etc.
· Manage and implement special projects as these arise
· Manage and sell advertising for FCM program book (Revenue < $5,000)
· Serve as principal liaison to Archives for TMC tapes and written program materials.
· Organize staff meetings and assist the TMC Director as needed.
· Assist the Manager of Student Affairs on the application, audition and invitation process as needed.
· Plan, organize and implement special events – student parties, etc. – during the summer.
· Knowledge of classical music and the classical music field
· Excellent organizational skills
· Experience with budgets; ability to read and manage spread sheets, meticulous about monitoring budget numbers
· Computer proficiency with Microsoft Office (Excel and Access in particular), as well as high level of comfort learning new software programs
· Experience in administrative support and project implementation
· Self-starter with good interpersonal skills, flexibility, and the ability to respond well in stressful situations
· Proven written and oral communication skills
· Ability to work independently
Position relocates to Tanglewood in the summer.
“We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, disability status, protected veteran status, or any other characteristic protected by law. The Boston Symphony Orchestra is committed to building a culturally diverse staff and encourages applications from female and minority candidates.”
About Boston Symphony Orchestra
The Boston Symphony Orchestra, Inc. engages more people in the remarkable variety and wonder of classical music than any other symphonic organization in the world, bringing music into the lives of millions of people every year. The rich tapestry of offerings by the Boston Symphony, Pops, Tanglewood Music Center and Tanglewood Festival Chorus represent the best that the art form offers. Known for its diverse programs, passionate performances and tradition of innnovation, the Boston Symphony Orchestra has been at the forefront of artistic excellence for more than 135 years.