Auditions and Employment


Donor Relations and Database Manager

REPORTS TO: Director of Development

JOB SUMMARY: This position develops and implements procedures for the maintenance of donor and prospect records, processing of gifts, and acknowledgement of gifts in compliance with Internal Revenue Service guidelines and PSO policies. S/he develops and implements procedures for tracking and monitoring moves management within the Raiser’s Edge database, including the writing of queries, exports, and the creation of canned and custom reports. S/he performs routine wealth screening using ResearchPoint to continuously refill the PSO’s prospect pipeline. The Manager will work with members of the Development Office to achieve long-term development and fundraising goals.

QUALIFICATIONS: A high degree of ownership and flexibility is required for this position, as it demands a highly motivated person who can multi-task efficiently in a fast-paced office; be responsive to meeting deadlines; be a team player on the staff; and can communicate effectively in-person, on the phone, or in email correspondence. S/He must be able to independently prioritize and complete work in a complex environment. This position requires absolute confidentiality and professionalism.

Strong computer skills are also required, including expert proficiency in Raiser’s Edge 7, Microsoft Office (Word, Excel and Access), Crystal Reports, and ResearchPoint. A Bachelor’s degree with three to five years of experience is required. 



  • Oversee the gift acknowledgment process, maintenance of donor records, and distribution of donor benefits within IRS guidelines.
  • Work with the Development Department to monitor progress toward financial goals and recommend tactical adjustments to maintain efficiency in campaigns.
  • Work with Director of Development to prepare Annual Appeals and other preparatory materials needed for donor meetings and solicitations.
  • Work closely with the Marketing Department to develop mailing lists and suppression lists for bulk mailing.
  • Explore and recommend campaign tactics utilizing industry best-practices.
  • Support other fundraising initiatives as needed.

Donor Relationship Management – Raiser’s Edge 7

  • Prepare and mail patron benefits information packets, acknowledgement letters, and tax-receipts to donors within 48 hours of all donations.
  • Maintain donor files/records and develop a filing system to maintain accuracy and consistency.
  • Regularly engage in data hygiene work.
  • Utilize RE7 to track donor history by campaigns, funds, appeals, and actions.
  • Develop and maintain documentation for utilizing RE7.

Prospect Research – ResearchPoint

  • Perform prospect research using wealth screening tools to determine gift capacity and inclination to target Major, Annual Fund, and Planned Giving prospects.

Pledge Reminders

  • Prepare Pledge reminders on a monthly basis and generate reconciliation reports for Finance and for PortTix.

Analysis & Reporting

    • Assemble bi-weekly and daily reports on contribution receipts and campaign progress. Prepare financials for Board reports.
    • Create various analytical reports to meet the organization’s goals.
    • Create the donor listing portion of the program book.
    • Evaluate contributed revenue categories and appeals analysis.

Cross-Function Support

  • Support Special Events efforts.
  • Data management support for other Symphony departments and the PortTix office.

TO APPLY: Please email resume, cover letter and salary history by January 7, 2016 to Leah Robertson at


REPORTS TO: Director of Artistic Operations

JOB SUMMARY: Primary contractor for Musicians and substitutes to fill openings in the Portland Symphony Orchestra. Supports the administration of the PSO’s Collective Bargaining Agreement. Serves as a liaison between the Music Director and the Musicians and serves as a resource and counsel for the Musicians.

The Orchestra Personnel Manager reports to the Director of Artistic Operations and is present at all orchestra services.


  • Follows all guidelines of the Collective Bargaining Agreement
  • Ensures that each orchestra service has a full complement of Musicians (Contract Musicians, Substitute Musicians, Extra Musicians)
  • Maintains select list and order of musicians suitable for hire as extras or substitutes, in consultation with Music Director and section principals
  • Executes string rotation
  • Receives, organizes, and responds to requests for housing and service releases
  • Tracks attendance and prepares payroll information
  • Logs significant events associated with services such as complaints, tardiness, failure to wear and appropriate dress
  • Coordinates changes in seating and engagement of last-minute substitutes due to unscheduled absence or tardiness
  • Provides stage calls for services and notifies Music Director of the start and close of rehearsals
  • Updates, maintains, and distributes documents such as call sheets and attendance rosters
  • Actively seeks to improve upon process and makes suggestions for policy changes to the Director of Artistic Operations


  • Coordinates the audition process per the policies set forth in the Collective Bargaining Agreement
  • Secures candidate requirements, audition schedules, and music selections from Music Director and Audition Committee
  • Initiates appropriate recruiting strategy (such as placing ads, maintaining and updating candidate lists, and providing solicitation letters to orchestras and schools)
  • Forwards audition information to candidates and serves as candidate liaison
  • Schedules auditions based on venue availability and availability of Music Director and Audition Committee
  • Assists Director of Artistic Operations in conducting actual auditions


  • Bachelor’s degree or experience as a musician in a professional orchestra
  • Knowledge of/sensitivity to personnel policies and practices
  • Highly motivated individual with strong organizational and communication skills
  • Confidentiality and discretion in all matters
  • Ability to anticipate and resolve issues creatively
  • Ability to prioritize and complete work in a complex environment
  • Willingness to work as part of a team in an intimate office setting
  • Excellent verbal and written communication skills with an ability to work positively with a variety of people under pressure
  • Strong computer skills required (experience with OPAS desired)

TO APPLY: Please email resume and cover letter by Friday, February 26, 2016 to Leah Puleio at Please include “Orchestra Personnel Manager Position” in the subject line of your email.

An Equal Opportunity Employer: It is the policy of the Portland Symphony Orchestra to provide all persons with equal employment opportunities without regard to race, color, religion, sex, national origin, marital status, sexual orientation, handicap, age, or Veteran status.

Thank you to our Season sponsor the Maine Arts Commission, POPS! Series Sponsor, Portland Press Herald/Maine Sunday Telegram, Official Hotel, Holiday Inn by the Bay, and Education Partner, IDEXX.
Maine Arts Commission Holiday Inn by the Bay Portland Press Herald/Maine Sunday Telegram IDEXX