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Manager, Programs

The Manager, Programs will support the Henry Mancini Institute Orchestra (HMI), Frost Ensemble Libraries, and the Gig Book (community requests for paid student performances). The position works primarily remotely, with varying time spent on campus, in person, when the task at hand requires it, such as for HMI rehearsals, and library activities.

Key responsibilities:

Henry Mancini Institute Orchestra (HMI) – 60%

• Plan, coordinate, and execute concerts and other events for the HMI orchestra.
• Work closely with ~65 students and fellows.
• Repertoire acquisition.
• Assist the HMI Artistic Director and Resident Conductor with planning master classes and guest artists.
• Plan and execute student enrichment activities throughout the academic year.
• Manage the HMI budget.
• Work with the Frost Marketing & Communication department to promote concerts.

Note, the precise list of responsibilities will be determined in consultation with the Dean, the HMI Resident Conductor, and the Artistic Director of the Henry Mancini Institute.

Ensemble Libraries - 30%

• Perform the duties listed below for the following Frost School of Music ensemble libraries, and oversee assigned TA’s who will assist (See below):
  • Florida Philharmonic Library
  • Band Library
  • Orchestral Library
  • HMI and KORN Music Library
  • Schwarz Library
• Music Procurement
  • Arrange for the purchase, rental or borrowing of materials to supplement the libraries listed above.
  • 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 ensemble directors to prepare appropriate music according to their specific requirements.
  • Assemble and arrange music in orchestra folders and organize student pick-ups and returns.
• Library Maintenance
  • Maintain the library collections of scores and parts, repair and maintain music and

scores.

• Catalog and file music purchased for the library and maintain accurate inventory and ensure adequate security.
• Track all items borrowed from the library and ensure timely return and filing of same.
• Spearhead the design and implementation of a plan to move portions of the library collections to off-site storage, in collaboration with ensemble directors and other senior leaders in the school.
• Spearhead the design and implementation of a plan to move the electronic index of the libraries into a single modern software system.
• Collaborate with the Weeks Music Library to move archival materials to appropriate storage in order to ensure their preservation.

• Administration
  • Oversee Teaching Assistants (TAs) who are assigned a set number of hours to assist with ensemble library duties, including training, scheduling, and evaluating work performance.
  • Prepare annual budget in collaboration with ensemble Directors, Department Chairs, and the Sr. Business Officer.
  • Ensure all financial transactions related to the libraries are processed in a timely manner and in accordance with university and school procedures.

3. Frost Gig Book – 10%

• Provide guidance and supervision for the Frost School Gig Book process (which facilitates external parties hiring student performers) and ensure processes and procedures are evaluated regularly for effectiveness. The processes include:
  • Receiving requests
  • Registering student performers
  • Matching student performers to requests
• Plan and coordinate the performances for high profile requests, personally identify and retain student performers, and process the payment of performers.
• Oversee the work of staff or student workers assigned (part-time) to handle matching student performers to request.
• Manage documentation for students who enroll in our special performance practicum courses, and where permitted by university policies, serving as the instructor of record for the courses.

Experience requirements:

• Experience as an orchestra librarian at a college-level school of music/conservatory or professional organization.
• Significant knowledge of orchestral repertoire; ability to read, understand, and transpose a full orchestra score.
• Experience planning and executing concerts and master classes.
• Experience in preparing and monitoring spending against a budget.
• Experience supervising others.

Skill Requirements:

• Outstanding interpersonal skills, including the ability to interact with students, staff, faculty, conductors, and guest artists in a professional, confidential, timely, and tactful manner.
• Ability to work independently, prioritize tasks, take initiative, and exercise good judgement, while maintaining the ability to successfully work in a team environment.
• Outstanding organizational skills and attention to detail.
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to learn to use new business software quickly and accurately.
• Ability to supervise and train staff, including organizing, prioritizing, and scheduling work assignments.
• Ability to maintain accurate paper and electronic records.
• Flexible schedule to accommodate early morning, evening, or weekend work.

Education

• Bachelor’s degree in music performance, or equivalent combination of education and professional experience.

Experience:

• Minimum 4 years of relevant experience

Knowledge, Skills and Attitudes:

• Knowledge of business and management principles.
• Ability to direct, manage, implement, and evaluate department operations.
• Ability to establish department goals, and objectives that support the strategic plan.
• Ability to effectively plan, delegate and/or supervise the work of others.
• Ability to lead, motivate, develop, and train others.
  

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