Scheduling Manager

PURPOSE: To administer the Rehearsal Department in order to support Main Stage artists/staff, Opera Center, Merola Opera program, and SFO staff members through the scheduling process and by overseeing the general facilitation of the rehearsal and performance process. Serves as the primary support to the Rehearsal Department Director by managing daily Rehearsal Department schedules and activities.

ESSENTIAL JOB FUNCTIONS:

• Manages schedule information with the Rehearsal Department Director, Production Staff & Music Staff; prepares and distributes (via email) the schedule on a daily basis between 6pm and 8pm; processes room booking requests
• Must have a general understanding of multiple union Collective Bargaining Agreements in addition to the California State Child Labor Laws
• Advises the Merola scheduler/schedule on a daily basis during the Merola season
• Prepares Weekly Master Schedules for upcoming seasons & cross-references Weekly Master Schedules against departmental calendars
• Attends pre-season and weekly schedule meetings to coordinate the scheduling of day-to-day activities; attends Tech Department heads meetings when available / necessary.
• Supervises & creates the Rehearsal Department weekly coverage schedule and processes the departments time sheets
• Prepares & processes the Studio Teacher/Wrangler Letters of Agreement, PANs, and New Hire Information; oversees and schedules studio teachers, wranglers, and chaperones. Collects all employment/ company paperwork for studio teachers (and/or wranglers) including employment packets, time sheets, ID badge requests, sick time submissions, teacher certificates & parking reimbursement.
• Prepares & manages the Child Chorus/Super schedules & the sign-in process (sign-in sheets & ID badges) for rehearsals, performances, studio school. Collects & submits child paperwork: work permits, late night waivers, child/parent employment packets, time sheets.
• Proofs & assists with the Chorus, Orchestra & Dancer Master Calendars. Collects information from the Operations Department/Group Managers, as well as the Rehearsal Department Director, in order to update/distribute the bi-weekly schedules at the end of each week.
• Reviews and cross-references the War Memorial Bi-Weekly & Monthly Calendars (Opera House, Davies, Zellerbach, Herbst & Wilsey) and communicates any discrepancies
• Fields questions from artists while they are in San Francisco and directs artists to the proper person when appropriate.
• Covers the rehearsal office so that there is a staff member physically present at all times during an opera related activity (i.e. rehearsal or performance) either on or off-site.
• Facilitates the Company Meet & Greets including sending Outlook invitations and preparing/distributing the script for the Office of the General Director & SFO Staff.
• Schedules same day rehearsal spaces, coaching studios, & dressing rooms; books conference room requests into the Outlook calendar.
• Ensures that all artists are accounted for prior to rehearsals and performances; oversees & assists in contacting all principal artists & the maestro the morning of each performance to confirm wellness, call times, and backstage guests.
• Oversees the collection of information for contact sheets and the overall maintenance/distribution of these contacts on a per-show basis; inputs releases into the release database.
• Manages the medical/safety procedures; oversees & maintains incident report paperwork and the dissemination of incident report / workers comp documentation to the proper parties.
• Contributes to the preparation the performance sign-in sheets for on-call/on-duty staff members (Executive, Managing Directors, Artistic, Music Staff, Tech), In-house Doctor, Covers, Studio Teachers, Wranglers, & Child Chorus Reps/Chaperones.

SECONDARY FUNCTIONS:

• Greets guest artists upon arrival to the WMOH and assists the Artistic Department in presenting artists with arrival packets.
• Supports Supernumeraries & Facilities as necessary
• Assists the Rehearsal Department in the collecting/filing of Critical Factors and Archival paperwork.
• Retrieves and distributes mail, invitations, flowers/gifts, and phone message/package notifications to artists & staff
• Assists in compiling a backstage guest list for each performance, updates this list throughout the performance, and prepares the backstage guest access list/passes for the door guards; compiles a database of scheduled donors attending rehearsals; compiles a ticket voucher list for Artists guests for all open final dress rehearsals; works the Artist Guest door or in the office for final dress rehearsals to distribute vouchers & to confirm that all guest admittance policies are being observed.
• Unlocks the rehearsal spaces, coaching studios, & dressing rooms at the WMOH and reports/assists with any maintenance issues.
• Directs and/or escorts artists to rehearsal spaces both within the WMOH grounds and external venues.
• Compiles ID badge requests for artists, staff, spouses and/or families, house doctors, child supers, child chorus organizations, studio teachers, wranglers, and chaperones.
• Handles personal needs of artists/production teams when necessary, such as: food, medicine, taxis
• Creates and changes the dressing room placards according to the onstage rehearsal or performance.
• Maintains the Rehearsal Department Call Board by posting the current version of pertinent information
• Assists Security and House Management with access and/or clearance for guests or unescorted opera patrons
• Responsible for general office maintenance; assists in ordering or purchasing office & hospitality supplies
• Performs other job-related duties as assigned

EDUCATION & EXPERIENCE:

• Bachelors degree from an accredited college or university or equivalent work experience
• 2-3 years of stage-related experience in theatre, opera, music, or performance arts
• Experience in opera / music and the performing arts
• Knowledge of opera production repertory scheduling and opera repertoire required

PREREQUISITE SKILLS & REQUIREMENTS:

• Provides a welcoming and friendly environment for guest artists, company members, patrons and volunteers
• Ability to anticipate & solve problems quickly, with an aptitude for crisis management, maintaining a professional demeanor under pressure
• Ability to work collaboratively and diplomatically in a team and with others, to take initiative / work with confidence, and to establish effective working relationships and interact effectively with a wide range of personalities and working styles
• Must have reliable daily attendance and punctuality, as well as a professional appearance
• Must be able to set priorities; coordinate multiple projects simultaneously, meet firm deadlines
• Must maintain a high level of confidentiality
• Must have an aptitude to communicate in a clear, professional and patient manner by phone, in writing and in person
• Must be able to recall a large quantity of names, dates and times
• Proficiency in MS Word, Excel and Outlook & an understanding of web based applications
• Knowledge of foreign languages, particularly German, Italian, or French desirable
• Must perform the functions of the position in a safe manner while working in an environment with a high level of noise and distractions
• Must have the ability to work in onstage conditions: to see clearly in low-light situations such as are common back stage and in the theatre; walk and stand on complex stage settings throughout day-to-day onstage activities
• Ability to sit at a computer/desk for up to eight hours per day; must be able to deliver schedules and escort artists to rehearsal spaces.
• Must be able to work a flexible schedule, including weekends, late night services, & split-shifts.