Interim Principal Librarian

The New Jersey Symphony is in search for an experienced classical music Librarian on an interim basis. This role is critical in regards to preserving previously played pieces and preparing works for upcoming performances, along with assisting conductors, musicians and stage crew at rehearsals and concerts.

Department: Artistic Operations
Status: Interim 1-Year Appointment, open to both full-time and part-time
Reports to: Vice President of Artistic Planning
Salary Range: $50,000-$60,000 (full time)
Start Date: ASAP

ABOUT THE SYMPHONY

The New Jersey Symphony will redefine what it means to be a nationally leading, relevant orchestra in the 21st century. Through adventurous performances, hands-on educational experiences, and robust community programming, we encourage everyone to enjoy the power and creativity of orchestral music in all its forms. Across genres and venues, for audiences of all walks of life, we strive to bring music that’s meaningful to you, to you.

As we look toward celebrating our centennial, we are renewing our deeply rooted commitment to diversity, equity and inclusion by championing new, and often local, artists; engaging audiences for whom the inspiring depth and breadth of classical music will be new; and incorporating the broadest possible representation in all aspects of our organization—all to better reflect and serve our vibrant communities.

Our expansive educational offerings—including our youth orchestras, masterclasses, and virtual learning opportunities—will build the next generation of listeners and musicians and help students grow, both musically and personally. And we will continue to seek new ways to connect with all New Jerseyans, through programs that resonate with a variety of cultural and musical backgrounds, as well as digital innovations that make our orchestra accessible to anyone, anywhere, anytime.

We’re your New Jersey Symphony, and we’ll be here for you.

ABOUT THE ROLE

The Principal Librarian is responsible for the purchase, rental and preparation of scores and parts for all performances. S/he works with the music director and conductors in selecting performing editions and in marking bowings, cuts or other editing, then distributes parts to musicians. S/he maintains library of music holdings, records repertoire performance data, and assesses long-range acquisition needs. They are responsible for procuring and managing all contracts relating to music rentals, licensing and synchronization, simple and grand rights.  A hybrid position, the Principal Librarian reports to the Vice President of Artistic Planning and is subject to the policies of the Symphony Administrative Staff Handbook but must be a member of the American Federation of Musicians and is governed by the Symphony CBA in matters regarding compensation, pension, and grievances. 

This is a one-year interim appointment for the 2022-23 Season, which may be extended for one additional year based on availability and performance. Should the permanent position become available, candidates who have been Acting Principal Librarian will be automatically advanced to the semi-final round of auditions.

DUTIES AND RESPONSIBILITIES

Library Management

  • Catalogue and file music purchased for the library, maintain and improve accuracy of collection database and performance records. Regularly assess and maintains/repairs the orchestra’s collection of scores, parts, and folders. Track all borrowed materials from the library including scores, individual parts, and full sets.
  • Continue full audit of library holdings, as begun by current Principal Librarian; this includes checking OPAS records, completeness of each title and bowings for each title, and physical placement within the library.
  • Prepare annual reports for Performing Rights Organizations, including ASCAP and BMI
  • Prepare the annual music and library supply budget, including all costs and fees for staffing, music acquisition, equipment and supplies. Provide projected expense figures for all planned repertoire. Submit invoices and other documentation as required to appropriate parties.
  • Manage acquisition and preparation of audition musical materials and assist in distribution as needed.  Obtain all required permissions or licensure for copyrighted materials.
  • Supervise Library Assistants, Interns and volunteers.
  • Administer all musical elements of the New Jersey Symphony’s OPAS database. Ensure that all repertoire, instrumentation details (including auxiliary and doubling needs), and all special needs are accurately noted and input. Highlight any unusual requirements proactively to Artistic Operations and Personnel. 
  • Attend all Production, Artistic, Operations and Full Staff Meetings.
  • Assist colleagues with procurement of practice parts and audition excerpts as needed.
  • Work with VP of Marketing on our partnership with NJPBS; work with station representatives and the VP to ensure all performances shown on PBS are correctly licensed.
  • Establish and maintain contacts and good working relationships with publishers, orchestra industry colleagues and other resources.

Music Procurement

  • Acquire music for all concerts, in consultation with the Director of Artistic Planning and/or Education departments. Negotiate rental or purchasing costs where applicable.
  • Coordinate and secure licensing for all required copyright permissions, including mechanical, synchronization and grand rights.  
  • Assist artistic staff in obtaining needed perusal scores and piano reductions. Check all incoming and outgoing sets of music for quality and completeness. Maintain accurate shipping records. Ensure prompt return of rented or borrowed materials in adherence to publisher agreements.

Music Preparation

  • Oversee all aspects of music preparation for all services of the New Jersey Symphony. Preparation includes but is not limited to editing, proofreading, fixing page turns, repairing damaged materials, marking and distribution of all parts as needed.                                
  • Oversee all string part bowing in coordination with Concertmaster and other string principals. 
  • Work with the Music Director, conducting staff, soloists, agents and principals to prepare music according to their requirements.
  • Ensure that bowings, rehearsal letter/numbers and measure numbers are compatible between the conductor’s score and the distributed parts.
  • Note and communicate auxiliary instrumentation and doubling needs with Personnel Manager and Operations Manager/Coordinator. 
  • Ensure that all music is available for distribution at least 2 weeks prior to the first rehearsal. 
  • Facilitate music distribution to contracted and substitute players, including mailing, scanning, creation of practice parts, and uploading parts to secure web portal. 
  • Ensure that back-up materials are available at all services in the event of emergency.

Concert/Rehearsal Duties

  • Arrive one hour prior to service for rehearsals and performances.   Access to reliable transportation throughout the state of New Jersey and the tri-state area is required in order to be at a variety of venues for which access by public transit is not available. 
  • Distribute and collect all music at concerts and rehearsals; assist conductor and musicians with needs relating to printed music. Ensure that folders are placed on the stands 30-45 minutes prior to the start of the service. 
  • Set and change scores in accordance with the conductor’s needs.
  • Follow up at every rehearsal with the conductor and principal players for any bowing changes or other needs. 
  • Work with stage crew, Personnel Manager and Operations Manager/Coordinator to ensure unusual equipment needs called for in the music are supplied.
  • Ensure that music trunks are appropriately packed for runout venues. Strike all music from the stage and backstage areas following the last service at a venue, reset all materials at each new venue.  Communicate music transportation needs with Artistic Operations and Stage Technicians.

QUALIFICATIONS

Educational & Musical Qualifications

  • Degree in music or equivalent musical knowledge. 
  • Prior Music Librarian experience (minimum 2 years encouraged) 
  • Comprehensive knowledge of orchestral repertoire, music theory, foreign terms, musical terms/signs, transposition and notation. 
  • Knowledge of current score editions and reference sources. Experience with and knowledge of orchestral pops repertoire and music sources.
  • Knowledge of U.S. and international copyright laws and knowledge/familiarity with music licensing agencies.
  • Ability to transcribe parts quickly and legibly both with computer notation software and with hand manuscript; efficiently use photocopier, scanner and binding equipment.
  • First-rate music preparation, copying and score-reading skills.
  • Experience performing as a professional musician encouraged

Administrative & Managerial Qualifications

  • Ability to interact effectively and productively with the Music Director, guest conductors, musicians, stage crew and staff. 
  • Ability to develop and manage  budgets. 
  • Excellent computer skills, including working knowledge of Microsoft Office and music notation software; familiarity with or receptivity to working with OPAS

Personal Characteristics

  • Excellent communication skills and the ability to interact with diverse constituencies. 
  • Exceptional organizational skills and attention to details. 
  • Ability to work independently 
  • Excellent time management skills; ability to multi-task and prioritize. 
  • Poise; grace under pressure.
  • Common sense, along with a sense of humor.
  • Must be able to regularly work out of regular offices hours including evenings and weekends

The New Jersey Symphony celebrates the cultural vibrancy of our communities and builds meaningful relationships that elevate and strengthen them. We seek to create a culture of inclusion and a work environment that values hard work, professionalism and creativity. We are committed to diversity and equal opportunity in our recruitment and hiring. Qualified candidates of all backgrounds are welcome to apply for open positions.

TO APPLY

Email resume and cover letter to:

Phillip Leininger, Chief of Staff & Board Liaison
pleininger@njsymphony.org (include “Interim Principal Librarian” in the subject line)

The New Jersey Symphony is an equal opportunity employer. No phone calls please.