Associate Administrative Assistant

Job Description

Assist with the artistic planning and booking process for presenting programs at the SFJAZZ Center: the main season (September – June), the San Francisco Jazz Festival (2 weeks in mid-June) and the Summer Sessions (July and August) Manage the SFJAZZ Collective, a resident and touring ensemble that composes, arranges and performs original music and the music of a modern jazz master.

SEASONS:

  • Work in conjunction with the Executive Artistic Director and Artistic Administrator to complete booking of about 200 shows annually.
  • Manage season calendaring and booking process in Event Booking program.
  • Research artists and assess availability and viability for presenting at SFJAZZ
  • Prepare show budgets and offers
  • Work with department to meet marketing deadlines, providing full complement of marketing materials and hooks.
  • Assist with season budget projections and budget tracking
  • Understand requirements for international artists: taxes, visas, CWAs
  • Ancillary event coordination: pre-concert talks, special events; receptions and salons, artist meet-and-greets
  • Oversee season logistics planning, executed by Artist Liaison

SFJAZZ COLLECTIVE:

  • Maintain band hold calendar, consult with Opus 3, holds 2 years out
  • Issue artist memos, contracts, calendars, payment statements and checks
  • Create and manage budget, with regular forecasts
  • Coordinate interdepartmental support of Collective: residency (devo, production, education), marketing materials and tour support (marketing), CD reporting (finance, marketing)
  • Engage support personnel: tour manager, music copyist, CD engineering
  • Presenter contact before tours (Me - residency, recording, Marshall - PR support, Paul - tour mgr advance)
  • Manage music scores and music library (deadlines, files)
  • Plan/execute SF residency (rehearsal venue, workshop sites, hotel, transportation, swag, welcome dinner, photo shoot, etc.)
  • Coordinate CD artistic production (selections, engineering schedule, rights, CD credit information)

Please send your resume, cover letter and salary requirements to jobs@sfjazz.org. Resumes without salary requirements will not be considered.

Resumes will be accepted until position filled.

***SFJAZZ is an equal opportunity employer, and is committed to a diverse and harmonious workplace. We extend our thanks and appreciation to all applicants for their expressed interest in working at SFJAZZ and will contact those selected for an interview.

Digital Improvisation

Saturdays, October 5 - November 23, 11AM-1PM (8-week course)
SFJAZZ Center Digital Lab
SFJAZZ Members: $320 full course; Non-Members: $400 full course
Maximum 8 students
David White, Instructor

For intermediate-level musicians, this course weaves digital audio production concepts with creating music and improvising as a primary objective. We will explore these using Logic Pro 9, iMacs and MIDI keyboards as our tools.

 

Ensemble Coordinator

Job Description

The SFJAZZ Ensemble Coordinator manages all aspects of the Education Department’s three primary ensemble programs: the High School All-Stars Orchestra and Combo, and the Monday Night Band. The Ensemble Coordinator schedules all auditions, rehearsals and performances, communicates regularly with ensemble directors and participants as well as parents of our high school musicians, and coordinates clinician visits throughout Bay Area high schools. Must be able to multi-task, be thoroughly organized, energetic, detailed and deadline driven. Excellent communication and computer skills needed; must be able to work independently and with limited input during flexible hours, including occasional evenings and weekends.

ESSENTIAL FUNCTIONS:

Coordinate the SFJAZZ High School All-Stars Program
  • Schedule and manage the audition process
  • Track enrollment and payment of participants
  • Manage the All-Stars rehearsal and performance calendar including booking all events
  • Organize and staff All-Stars performances as needed (both large and small ensembles)
  • Book guest clinicians and performers to work with the ensembles
  • Coordinate and oversee all program recording projects, including festival auditions, annual album recording sessions and double CD project
  • Maintain regular communication with program participants and parents
  • Track and report data and statistics for both ensembles
  • Work with the ensemble directors to support their administrative needs
  • Oversee and grow the auxiliary Mentorship and Alumni programs
  • Update and manage All-Stars’ web page and social media in conjunction with Marketing Dept
  • Manage Education sheet music library, including organization and assessment
  • Book photographers and videographers as needed for documentation and promotion
  • Oversee all other aspects of the program
Coordinate the Monday Night Band Program
  • Schedule and manage the audition process
  • Manage the MNB rehearsal and performance calendar including booking
  • final performance at the SFJAZZ Center
  • Staff MNB performances as needed
  • Communicate with program participants as needed
  • Track and report data on ensemble successes and statistics
  • Work with the ensemble director to support administrative needs
  • Update and manage web page and social media in conjunction with Marketing Dept
  • Oversee all other aspects of the program
Coordinate Summer Outreach Workshops for High School Students
  • Schedule, staff and promote the Summer Outreach Workshops
  • Hire clinicians, manage enrollment and coordinate catering for the workshops
  • Coordinate venue and equipment rental for off-site workshops
Other
  • Work with the Education Team in all Department planning and strategizing initiatives
  • Work with the Education Team in any relevant marketing and development initiatives
  • Additional duties and responsibilities may be changed or added as necessary

QUALIFICATIONS

  • A minimum of 1 year of administrative experience in a non-profit or educational institution
  • A Bachelor’s degree or equivalent work experience
  • Strong interest in arts administration, especially as it relates to jazz music
  • Ability to take initiative and work independently, as well as work collaboratively in a team environment
  • Excellent organizational skills and high level of attention to detail
  • Excellent oral and written communication skills
  • Experience communicating and working with teens and parents
  • Proficient skills in Microsoft Word, Excel and Google Docs
  • Experience with Tessitura a plus
  • Ability to read music a plus
  • A willingness and availability to work evenings and weekends as necessary
  • Ability to lift heavy instrumental equipment
  • Ability to provide own transportation to off-site venues

SALARY:

The salary will be based upon professional and academic experience.

Please send your resume, cover letter and salary requirements to jobs@sfjazz.org.

Resumes will be accepted until position filled.

***SFJAZZ is an equal opportunity employer, and is committed to a diverse and harmonious workplace. We extend our thanks and appreciation to all applicants for their expressed interest in working at SFJAZZ and will contact those selected for an interview.

Education Administration Assistant

Job Description

Assist the Education Department with multiple tasks directly affecting day to day operations. Must be able to multi-task, be thoroughly organized, detailed and deadline driven. Excellent computer skills needed, must be able to work independently and with limited input.

ESSENTIAL FUNCTIONS:

  • Manage and track department invoices and check requests
  • Track teaching artist contracts
  • Take weekly meeting notes, following up on action items and calendaring as needed
  • Update Education contact lists regularly using Tessitura and Google Docs
  • Create class lists and track class registration and guest lists via Tessitura and Google Docs
  • Assist with mailings as needed
  • Assist with management of in-house Big Band repertoire library
  • Assist at Education events as needed
  • Answer all Education inquiries from the public via phone and email

QUALIFICATIONS

  • Excellent written and verbal communications skills
  • Excellent organizational and time management skills
  • Positive and helpful outlook
  • Strong knowledge of Microsoft Office
  •  
  • Experience using Tessitura (or commensurate knowledge of a similar database)
  • Ability to read music a plus but not necessary
  • Detail oriented
  • Ability to write a professional and clear email to a variety of clients

SALARY:

The salary will be based upon professional and academic experience.

Please send your resume, cover letter and salary requirements to jobs@sfjazz.org.

Resumes will be accepted until position filled.

***SFJAZZ is an equal opportunity employer, and is committed to a diverse and harmonious workplace. We extend our thanks and appreciation to all applicants for their expressed interest in working at SFJAZZ and will contact those selected for an interview.

Labor News

Dear SFJAZZ Patron:

The purpose of this letter is to answer questions you may have about SFJAZZ asking for a National Labor Relations Board (NLRB) election.

SFJAZZ has a long, proud history of respecting workers’ rights. For over 30 years, we have worked with union — represented stagehands and technicians in venues throughout the Bay Area. We did this because the workers in those union venues had previously indicated their desire to have a union represent them.

Now that SFJAZZ has its own venue, we have asked the NLRB to conduct a secret ballot election among our four full-time and six part-time stagehands and technical employees to determine whether a majority of them wish to be represented by the union. We are committed to this democratic process, will be bound by its outcome, and will do everything we reasonably can to see that our employees get their day at the ballot box.

SFJAZZ urges IATSE Local 16 to show that it too respects our employees’ right of free choice by cooperating fully with SFJAZZ and the NLRB and by agreeing to an election at the earliest possible time.

If you have any further questions, contact Marshall Lamm at mlamm@sfjazz.org.

Thank you for your continued support.

Bannus Hudson
Chairman, Board of Trustees

BillCosby

Season 2 Education Events

Season 2 View

Season 2: 2013-14

Artistic Administrative Assistant

Job Description

This is position provides administrative support to the entire Artistic Department. This position reports to the Artistic Producer and will work closely with the Associate Artistic Managers and Logistics Coordinator in performing the administrative functions required for the smooth execution of SFJAZZ presentations. This position will play a key role in establishing strong administrative foundation for the work of Artistic Department sorting out competing priorities.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Work as administrative assistant for the Artistic Department
  • Assist the Executive Artistic Director as needed and requested
  • Update and ensure all performances are entered in Artifax and “SFJAZZ Center Performance” Google Calendar
  • Update information in Artistic Booking Sheets and Season at a Glance Sheets on Google Drive
  • Advance Archival Recording Release forms for all performances and relay the information to Production accordingly
  • Process quarterly CA FTB withholding reports and payments
  • Process quarterly ASCAP & BMI royalty reports and payments
  • Process monthly credit card reports (Executive Artistic Director & Artistic Producer)
  • Maintain and update season performance/artist files
  • Maintain and update offsite venue booking calendar, liaise with venue contacts, and process venue contracts and payments
  • Work closely with Logistics Coordinator to book next season’s hotel allocation
  • Provide administrative support in all aspects of services provided to artists i.e. issue contracts and arrange payments and withholdings if applicable, check requests, artist guest list etc.
  • Assist as needed for current season’s hotel, air, ground transportation arrangements
  • Provide administrative support for the SFJAZZ Collective as needed i.e. maintain rehearsal schedule, residency and touring calendar including “SFJAZZ Collective” Google calendar, and contracts, payments and withholdings as needed
  • Perform special projects as needed

This list of duties and responsibilities is not to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.

MINIMUM QUALIFICATIONS:

  • Strong organizational, written, and verbal skills
  • High level of interpersonal skills with demonstrated poise and diplomacy
  • Ability to take initiative, work independently and under pressure
  • Ability to prioritize, multi-task, and follow-through
  • Flexibility in dealing with changes and ambiguities
  • Exceptional attention to detail
  • Excellent work ethic with great attitude
  • Proficient in FileMaker Pro, Microsoft Office Suite, Internet Explorer
  • Minimum 2 - 3 years of administrative experience
  • Bachelor’s Degree preferred
  • Experience in the performing arts industry is a plus

WORKING CONDITIONS:

We offer a competitive salary based on qualifications, excellent benefits, and a dynamic, casual San Francisco office. Evening work is often required. The ability to speak business-level English and a California driver’s license are also required.

To be considered for this position, submit resume, cover letter, and at least one substantial writing sample that demonstrates the above skills to our website. Applications sent through other channels may not be considered. Please no phone calls.

SFJAZZ is an equal opportunity employer and is seeking to create a diverse and harmonious workplace.

The Great Bandleaders

5-class series
Wednesdays, March 5 - April 2, 7PM-8:30PM
Joe Henderson Lab
Non-Members: $25 per class; $125 full course
SFJAZZ Members: $20 per class; $100 full course
Cory Combs, Instructor


Throughout the history of jazz, bandleaders of true distinction have propelled the music forward, launching international followings and legions of passionate, dedicated listeners. Original voices like Jelly Roll Morton, Louis Armstrong, Duke Ellington, Count Basie, John Coltrane, Miles Davis and Thelonious Monk recorded countless albums and toured the world sharing their own version of jazz, full of musical originality and virtuosic explorations that continually pushed on musical expectations. Bandleaders not only created original improvisational and compositional styles, they often launched the careers of many incredible artists that started as sidemen and women, allowing for creativity to expand far beyond the original musical settings. In our spring Discover Jazz series, we celebrate the great bandleaders, learning why the history of jazz was largely defined by the brave musicians willing and ready to take risks, resist categorization, and push for continual growth as artists, composers, and performers.

Koret Discover Jazz Series is generously supported by