Rehearsal Department Director
CATEGORY: Administrative
San Francisco Opera
San Francisco, CA
US
CONTACT NAME
Savannah Criswell
Job Details
DESCRIPTION
PURPOSE: To manage the administration, publication and communication of all rehearsal and performance schedules; coordinate company scheduling for the mainstage
season as well as scheduling of off-season activities, including the scheduling and coordination of artists’ rehearsals, coaching sessions, music rehearsals, and wardrobe and wig and makeup fittings within the provisions of union contracts. To provide front-line interaction with visiting artists and creative teams. To be a key member of the company’s artistic/music/production team involved in addressing and resolving issues of cross-departmental concern.
ESSENTIAL JOB FUNCTIONS:
Scheduling:
§ Working within company guidelines, to oversee, create and communicate up-to-date rehearsal and performance schedules for a variety of constituents (principals, chorus, children’s chorus, studio teachers, wranglers, dancers, orchestra, crew heads, adult supers, child supers, Opera Center, & Merola) as well as maintaining master company schedules. Books outside rehearsal spaces as the schedule requires.
§ Meets the scheduling needs of all relevant departments, e.g. costume fittings, wig and make-up calls, music coachings, etc. Utilizes the company’s resources wisely and efficiently within union regulations, ensuring compliance with all collective bargaining agreements and child labor laws.
§ Updates Weekly Master schedule and distributes on a weekly cadence, cross referencing and including information from all company schedules and calendars including Music Operations, Production, Opera Center, Merola, War Memorial, All-Patron Listing, Program timelines
§ Reviews and cross-references the War Memorial Bi-Weekly & Monthly Calendars (Opera House, Davies, Zellerbach, Herbst & Wilsey) and communicates any discrepancies
§ Reviews and cross-references Orchestra, Chorus, and Dance Master & Bi-weekly calendars, and communicates any discrepancies
§ Proofs the Daily Schedule prior to company distribution
§ Manages the schedule of rehearsal, coaching and special meeting rooms for the Company, Opera Center & Merola; liaises with internal departments, the War Memorial, and external organizations as appropriate.
§ Runs weekly schedule meetings with all production-specific assistant directors, stage managers, artistic, and music operations staff during the regular season; attends weekly Crew Heads meetings and bi-weekly Artistic/Music Operations/Production meetings.
§ Point person for War Memorial venue rental requests. Process requests internally with leadership in artistic/music/production.
§ Schedule and update as needed War Memorial booking requests for Company – Exclusive Use Periods, Zellerbach rentals, etc.
§ Coordinates and communicates last-minute cast changes with all relevant company members (Managing Director: Artistic, Executive on Duty, Stage Management, Assistant Director, House Manager, Communications, Wardrobe, Wig & Make-up, Music Staff etc), creating curtain announcements as appropriate.
§ Maintains accurate records regarding rehearsal hours, both planned and actual. Monitors and records artists’ free days and hours worked, liaising with the Artistic Department when overtime issues arise.
§ Facilitates artists’ release requests with oversight of the Artistic Department, reviewing and tracking company releases, late arrivals, early departure dates, etc.
Personnel Management:
§ Recruits, manages and mentors new hires within the Rehearsal Department. Engages and supervises Rehearsal Department staff, Studio Teachers, Wranglers, and Supernumeraries; managing staffing schedules, assignment of duties and other personnel-related issues.
§ Oversees the engagement of Adult and Child supers, working with directors and the costume shop to ensure casting meets necessary artistic and costume criteria.
§ Manages the rehearsal/performance duty schedule to ensure that at least one member of the Rehearsal Department is on duty whenever any artist is involved in an opera-related activity to act as liaison between the artist and company (i.e. for all rehearsals and performances).
§ Assists War Memorial and House Management staff with access and/or clearance for guests or unescorted opera patrons. Assists in backstage security by creating & managing backstage guest policies and access procedures – including the pre/post-show access modes.
Department and Company Operations:
§ Provides a welcoming and friendly environment for guest artists, company members, patrons, and volunteers
§ Greet guest artists upon arrival to the WMOH and assists the Artistic Department with Artist Services.
§ Oversees the completion of production paperwork and administrative duties; including overview schedules, contact sheets, meet & greet scripts, performance sign-in sheets, late night waivers, child work permits, incident reports, & approving department timesheets.
§ Responsible for the Rehearsal Department budget creation and tracking. Oversees the budgeting, scheduling, and management of Adult & Child Supers, Children’s Chorus, Studio Teachers, and Wranglers.
§ Coordinates the gathering and maintaining of general production information for current and future seasons as necessary in order to accurately produce/maintain the critical factors documents. Oversees the updating of the Critical Factors Drive as changes occur, including creating an archival document/folder for each production.
§ Participates in the leadership Artistic/Music/Production meetings, working with colleagues to resolve rehearsal/performance issues that involve multiple departments and participates in calendar creation for future seasons, ensuring compliance with all collective bargaining agreements and child labor laws.
§ Collaborates on facilities project management as needed, working with other SFO colleagues, War Memorial Engineers and Custodians to track and resolve ongoing and future projects as well as day-to-day maintenance tickets.
§ Ensure that the company is prepared for performances by overseeing the morning wellness calls & contacting the proper parties should any problems arise. Generate a wellness report by 2pm the day of an evening performance & by noon the day of a matinee.
§ Represents the Rehearsal Department & explains the Scheduling Process/Procedures at all Meet & Greets
§ Maintains the Rehearsal Department Call Board by posting the current version of pertinent information
§ Updates Sharepoint pages for SFO backstage, admin policies.
§ Advise in union negotiations, as needed.
§ Serves as backup point of contact for Front of House and security vendor, Treeline.
§ Performs other job related duties as assigned.
EDUCATION:
§ Bachelor’s Degree from accredited college or university or equivalent work experience.
EXPERIENCE:
§ Minimum of five years in arts management (stage, production and/or company), preferably in opera and large-scale repertory house or performing arts complex. Experience in stage management, opera repertory scheduling, and artist services is preferred.
PREREQUISITE SKILLS & REQUIREMENTS:
§ Knowledge of opera repertoire is required and knowledge of foreign languages is desirable.
§ Proficiency in MS Word, Excel and Outlook required with excellent proof-reading skills.
§ Proficiency in QuickBase, Sharepoint, Adaptive and Asana, preferred.
§ Ability to anticipate and solve problems quickly is required, with an aptitude in crisis management essential, maintaining a professional demeanor under pressure and maintaining confidentiality.
§ Ability to work collaboratively and diplomatically in a team and with others, to take initiative/work with confidence, and to establish effective working relationships while interacting with a wide range of personalities and working styles
§ Ability to work independently with minimal supervision and to meet competing and complex deadlines.
§ Ability to organize, prioritize and complete varied tasks quickly and accurately.
§ Ability to work weekends, evenings, & split-shifts as necessary.
§ Must be able to set priorities; coordinate multiple projects simultaneously, meet firm deadlines
§ Must maintain a high level of confidentiality
§ Outstanding communication, both written and verbal, and organizational skills.
§ Ability to prioritize diverse and multiple tasks, maintaining flexibility and attention to detail.
§ Excellent interpersonal skills, with the ability to interact effectively with a wide range of people.
§ Must perform the functions of the position in a safe manner
§ Must be able to work at a computer for extended periods of time.
§ 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.
SALARY
$130,000.00 – $140,000.00 per year