Orchestra Personnel Coordinator

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’…