Orchestra Personnel Coordinator

tso.ca; Toronto; Hybrid; CAD 66,000 - 76,000; Full time

Benefits offered by this job

Company paid benefits

Pension contributions after one year

3 weeks vacation prorated

Complimentary tickets

Hybrid work environment

Job summary

The Toronto Symphony Orchestra (TSO) is seeking an Orchestra Personnel Coordinator to act as the administrative liaison between musicians and TSO management, overseeing rosters, schedules, auditions, payroll, and compliance with the General Agreement to support services in line with the annual budget.

You will liaise with musicians, manage personnel records, assist with hiring Extra Musicians, and ensure accurate communication with Roy Thomson Hall and TSO departments.

Qualifications

• 3+ years experience working with musicians or large groups of artists.
• Proficiency in Google Drive, Word, Excel; ability to learn OPAS.
• Excellent communication and interpersonal skills.
• Excellent organizational skills.
• Ability to maintain confidentiality and exercise discretion.
• Bachelor of Music or experience as a classical musician is an asset.

Responsibilities

• Coordinate, track and communicate all personnel matters, including rosters and schedules for programs, string forces, holidays and leaves; manage paperwork.
• Liaise between musicians and the TSO; provide information, address concerns and escalate issues to management.
• Plan and manage all aspects of the audition process.
• Communicate personnel changes to staff and maintain records/databases.
• Maintain all Personnel Office databases, including locker assignments and contract anomalies.
• Attend rehearsals and performances; address personnel issues in real time.
• Act in the absence of the Director of Orchestra Personnel when needed.
• Update personnel payroll as required.
• Assist with hiring Extra Musicians to ensure proper onstage complement.
• Stay current with work-permit procedures for foreign-based workers; assist musicians accordingly.
• Support all orchestra members with interactions with the TSO as employer.

Skills

Musician liaison

Communication

Organizational skills

Discretion

Attention to detail

Problem solving

Education

Bachelor of Music or equivalent experience

Tools

Google Drive

Microsoft Word

Excel

OPAS

Job description

Orchestra Personnel Coordinator

Toronto Symphony Orchestra (TSO) – Toronto, ON | Permanent, Full-time

Reports to: Director of Orchestra Personnel

Status: Permanent Full-time

The Role

The Orchestra Personnel Coordinator acts as the administrative liaison between TSO orchestra members and TSO management and staff. This position monitors both TSO and musician compliance with the General Agreement and supports the Director of Orchestra Personnel so that all musician personnel are hired for services as required, while monitoring expenditures for services in alignment with the annual budget. The Orchestra Personnel Coordinator also manages auditions and serves as a resource and mediator for musicians; handling matters with professionalism and discretion.

About the TSO

For more than a century, the Toronto Symphony Orchestra (TSO) has been a cornerstone of Canadian culture, steadfast in its commitment to musical excellence and to the vibrant communities we serve. Through acclaimed concerts, recordings, and tours, the TSO enriches audiences while reflecting the diversity of Toronto—one of the world’s most multicultural cities. Music Director Gustavo Gimeno brings artistic vision and a sense of adventure to the 93‑musician orchestra. Engaging audiences of all ages, the TSO leads a myriad of education, health‑and‑well‑being, and community‑access programs, including the tuition‑free Toronto Symphony Youth Orchestra, cultivating the next generation of Canadian artists.

What you’ll do

• Coordinate, track and communicate all personnel matters, including the creation of rosters and schedules for all programs, string forces, holidays and string rotation, leaves of absences, disability, tenure meetings, immigration, or other paperwork.
• Act as a liaison between all musicians (including extras and substitute players) and the TSO in all matters of communication, providing information to musicians, addressing concerns and questions in a timely manner, and escalating any issues to TSO management.
• Plan and manage all aspects of the audition process.
• Communicate musician personnel changes to staff, including maintaining records and databases.
• Maintain all Personnel Office databases, including locker assignments, extra musician lists, absences, string cut-down time, and contract anomalies.
• Attend rehearsals and performances and address personnel issues as they arise in real time.
• Act in the absence of the Director of Orchestra Personnel as needed.
• Update personnel payroll, as required.
• Assist with hiring of Extra Musicians to ensure proper complement onstage for each program.
• Stay up to date with current work‑permit procedures in order to ensure foreign‑based workers are able to secure a work permit and answer any questions the musician may have on the process on behalf of the TSO.
• Assist and support all members of the orchestra, in a fair and equitable manner, with any of their interactions with the TSO as an employer.
• Support potential and incoming TSO musicians leading up to and through the audition process.
• Support library, production, operations, and artistic staff by providing accurate and detailed personnel information for every service.
• Support and collaborate with the Director of Orchestra Personnel to make operational improvements and ensure efficient operations of the Personnel Office.
• With the Director of Orchestra Personnel, support the Music Director by ensuring a clear understanding of all necessary personnel matters on an ongoing basis and communicating Music Director decisions, as appropriate.
• Assists and supports the Vice‑President & General Manager in maintaining a collaborative and equitable work environment, including the adherence to the TSO‑TMA General Agreement.
• Communicate with extras/substitute musicians the details of any hired services and ensure they are accurately paid.
• Assists and supports the Vice‑President & General Manager in long‑term Orchestra planning by maintaining and forecasting orchestra complement and budgets.
• Provide support/advice to other departments that wish to engage players for additional activities (i.e., donor performances or meet and greets)
• Update and inform the Toronto Musicians’ Association (TMA) of key and pertinent information.
• Communicate with Roy Thomson Hall (RTH) on musician needs, including booking practice/rehearsal/lesson spaces, facilitating security passes, and addressing any concerns.
• Communicate roster changes and serve as a point‑of‑contact during services to guest conductors.

What you’ll bring

• 3+ years experience in working with musicians or large groups of artists
• Proficiency in Google Drive, Word, Excel and ability to learn new software E.g. OPAS
• Excellent communication and interpersonal skills
• Excellent organizational skills
• Ability to build trust and maintain confidentiality, exercise objectivity, discretion and tact
• High attention to detail.
• Ability to anticipate and make time‑sensitive decisions and maintain calm when problem solving
• Practical knowledge of classical music; orchestral repertoire is an asset
• Experience working with unions or with a collective agreement an asset
• Bachelor of Music or experience as a classical musician an asset

Compensation & Benefits

Salary range: $66,000–$76,000 CAD

Benefits: 100% company paid benefits including an Employee Family Assistance program (provided after successful completion of the first three (3) months of employment); Company paid pension contributions provided after the completion of one year of employment; 3 weeks vacation prorated during the first year, complimentary tickets to TSO concerts and a hybrid work environment.

TSO thanks all candidates for their interest, only those applicants selected for an interview will be contacted.

Our Commitment

The TSO is committed to building a workforce that reflects the diversity of the City of Toronto and encourages applications from all qualified individuals. We are also committed to providing accommodations throughout the recruitment process; if you require accommodation, we will work with you to meet your needs.

Work Environment / Physical Demands

• Some travel is required to attend off‑site rehearsals and performances
• Flexible and inconsistent working hours (evening and weekend work).
• This role is required to be available by phone or email during select non‑business hours to prioritize the artistic integrity of the orchestra onstage, especially when the Director of Orchestra Personnel is unavailable.
• Hybrid work environment - opportunity to work remotely as well as in office.