Orchestra Librarian

Status: Part-time; Contract

Supervised By: Music Director and Orchestra Manager; responsive to Executive Director, Concertmaster, Principal and Section Musicians.

Organization Description
The Illinois Symphony Orchestra, led by Music Director Taichi Fukumura, is central Illinois’ largest professional orchestra serving over 35,000 patrons in the communities of Bloomington-Normal, Springfield and the surrounding region with symphony orchestra, chamber orchestra, and Concerts for Kids series in each community. In addition to concert performances, the Orchestra's music education and outreach programs serve pre-K and elementary schools through the Itsy Arts and Music Matters education programs and reach middle schools, high schools, universities, community organizations and senior centers through guest artist residencies and musician and ensemble performances. The ISO also has an active Around the Town and Sips & Sounds Chamber Music Series. The Illinois Symphony Orchestra has a budget of approximately $1.5 million.

In July 2020, the Sangamon Valley Youth Symphony (SVYS) joined the ISO and became the Illinois Symphony Youth Orchestras. Now, the ISYO programs consist of Starter and Junior Strings, Preparatory Orchestra, Concert Orchestra and Symphony Orchestra serving over 250 students. The ISO also has partnerships in education and civic engagement (PEACE) with the UIS-School of Music and Illinois State University.

JOB SUMMARY
The Orchestra Librarian is responsible for the procurement, distribution, and marking of all music to be performed by the orchestra and for the organization, maintenance, and cataloging of the orchestra library.

JOB DUTIES & RESPONSIBILITIES
 

Music Procurement

• Research arrangements and editions of repertoire.
• Coordinate with the Music Director and/or Conductor the correct editions of planned repertoire.
• Arrange for the purchase, rental, or borrowing of materials to meet program needs for the orchestra.
• Develop and maintain a timeline for ordering music from publishers.
• Take delivery of and track incoming music, pack and ship outgoing music, and maintain shipping records. Plan for timely receipt, preparation, and distribution of music.
• Check all incoming and outgoing performance materials for condition and completeness.
• Ensure prompt return of rented or borrowed materials and adherence to copyright laws.

Music Preparation

• Assist in all aspects of music preparation, including but not limited to editing, proofreading, distribution, and marking string parts.
• Work with conductors and soloists to prepare music according to their specific requirements.
• Review all music to determine if orchestra parts meet acceptable standards: legible parts, adequate rehearsal letters and/or numbers, and measure numbers. Take the necessary steps to correct problems that potentially could disrupt rehearsals.
• Ensure that there are enough parts; provide parts sufficiently far in advance to the concertmaster and other designated string principals for bowing and pre-rehearsal practice. Ensure that all practice parts are distributed in a timely fashion.
• Ensure that bowings, rehearsal letters/numbers, measure numbers, and cuts (if any) are compatible and accurate between the Music Director’s/Conductor’s score and the players’ parts.
• Assemble and arrange music in orchestra folders.

Concert/Rehearsal Duties

• Attend all rehearsals and concerts of the Illinois Symphony Orchestra and Chamber Orchestra.
• Arrive early to execute any changes in bowing, stage set-up, etc.
• Ensure that all musicians have music and, if not, provide alternative parts.
• Distribute and collect music at concerts and rehearsals.
• Assist Music Director and musicians with all needs related to printed music.
• Prior to each rehearsal and concert, place music folders and music on each stand and place scores on conductor’s podium. Collect music and scores after each rehearsal and concert. Transport music between rehearsal/concert venues.

Orchestra Library Maintenance

• Maintain the orchestra’s collection of scores and parts; repair and maintain music and folders.
• Catalogue and file music purchased for the orchestra library, maintain accurate inventory, and ensure adequate security.
• Track all items borrowed from the library (e.g., individual parts, scores, reference materials) and ensure their timely return.

Administrative Duties

• Proofread program book.
• Assist with preparation of annual library budget and rental quotes for budgeting purposes.
• Work with Music Director and Executive Director to adhere to budget.
• Report to all appropriate performance licensing organizations (ASCAP, BMI) all music performed on all concert series on a timely basis.

Other Duties

• Maintain a current file of publisher catalogues; research availability and cost of music to be ordered.
• Report lost or damaged music to the Orchestra Manager.
• Prepare music for all auditions.
• Assist artistic staff in obtaining needed scores and preparing music to be performed.
• Perform other related duties as assigned or as the situation dictates.

Required Education/Experience, Knowledge, Skills, and Abilities \

• In-depth knowledge of music theory and classical repertoire.
• Ability to successfully meet and communicate with diverse constituencies.
• Ability to plan and prioritize work.
• Knowledge of MS Office, especially Outlook, Word, and Excel.
• Prior experience as an orchestra librarian is preferable.
• String experience is helpful, but not necessary.

APPLICATION PROCEDURE
Email cover letter and resume to Trevor Orthmann, Executive Director, Illinois Symphony Orchestra, [email protected]. No telephone calls please.

Compensation: 
Commensurate with Experience. Contract fee paid on a per concert basis.

Application Deadline: Friday, August 15, 2025
Contact Name: Trevor Orthmann, Executive Director
Contact email: [email protected] 
Orchestra website: www.ilsymphony.org