Overview

Bellevue Youth Symphony Orchestra (BYSO) is a 501(c)3 nonprofit organization in Bellevue, Washington, established to provide a unique and stimulating musical environment for Eastside youth seeking to advance their potential beyond traditional in-school programs. Now with six large orchestras and three smaller instrumental ensembles, BYSO has been serving students in elementary through high school since 1964. BYSO is a thriving, fiscally stable organization with a dedicated Board poised to further its Mission:

To enhance the lives of student musicians by providing dynamic musical experiences, fostering collaboration, confidence, and personal responsibility through the pursuit of artistic excellence.

BYSO focuses intensively on each student’s musicianship with a commitment to guide and support the whole person and uniquely complements and builds upon both school music programs and private instruction. BYSO is poised to grow from a local youth orchestra organization into a recognized, regional leader in youth orchestra. BYSO is a forward- looking organization, innovating and evaluating its organizational structure and infrastructure investments to broaden its reach and impact in the community while maintaining, at its core, a program focused upon expanding the capabilities of its student musicians. It is an exciting time of change at BYSO!

Position

The Site Manager (SM) provides vital administrative support to BYSO leadership in the operation of rehearsals, retreats, concerts, and concerto competitions. The SM works closely with the Operations Manager (OM) and Conductors to ensure safe, efficient, and easy flow of students at BYSO events. The SM reports to the Operations Manager.

This is a part-time contract position. Rate of pay is $23 an hour. The Site Manager will be required to attend evening and weekend events related to BYSO activities.

Roles & Responsibilities

Principal Duties

Represent BYSO at rehearsal sites, retreats, concerts, and concerto competitions
Arrive promptly at events at the time designated by Operations Manager
Assist with set-up & tear-down in rehearsal and concert spaces, including chairs, stands, and other necessary equipment
Assist with setting up BYSO signage at rehearsal & concert venues as needed
Assist BYSO leadership in moving equipment from BYSO office to performance events as needed
Attend briefing meetings as needed

Rehearsal & Retreat Duties

Complete tasks that are unique to the venue to which you’ve been assigned. BYSO’s rehearsal & retreat venues are as follows: Odle Middle School (Bellevue), Bellevue Children’s Academy (Bellevue), Lake Washington High School (Kirkland), and Overlake Christian Church (Redmond). Each Site Manager is assigned to one venue.
Arrive at rehearsal site 30 minutes prior to rehearsal starting. If more time prior to rehearsal is needed for setup, notify the OM promptly.
Bring provided BYSO materials to each rehearsal, including sandwich board, signage, and Go-Box.
Place sandwich boards outside the rehearsal venue to easily direct parents/students to the entrance.
Be welcoming to students and families.
Set up a welcome table or area near the entrance to the rehearsal venue for check-in. The greeting table/area should include provided rosters for each ensemble, pencils/pens, hand sanitizer, and any BYSO printed material (as applicable).
Greet volunteers as they arrive and instruct them on their duties. Record their attendance using the provided check-in sheet.
Lead volunteers in completing their tasks and answer questions as needed
Check in students as they arrive using the provided roster sheet. After all students have arrived and checked in, record the attendance on the Google Sheet provided by the OM prior to rehearsal ending.
Organize rehearsal space(s) to meet Conductors set up needs, including chairs and stands (if applicable) using the provided orchestra plot.
Put signage on rehearsal rooms to indicate which orchestra/ensemble is rehearsing in that space.
Answer questions from students and parents as needed.
Direct students and volunteers in resetting the venue space back to its original setup.
Ensure that all students are behaving appropriately while in the rehearsal facility.

Bellevue Children’s Academy (BCA)

Keep track of Go-Box supplies. Communicate with OM when supplies are low.
Conduct Fire Drill.
Pick up key for facility and store safely. You are responsible for securing the facility (instructions included in Go-Box).
Learn how to execute an emergency lock down.
Collaborate with Percussion Ensemble Conductor in managing percussion instrument movement in and out of storage.
Assign available rooms based on rehearsal space needs for each rehearsal in collaboration with Operations Manager and Conductors.
Direct students in tearing-down chairs after rehearsal.
Note: parents/guardians and friends are not allowed to view or listen to rehearsals. Only BYSO staff and volunteers are allowed to be in the rehearsal rooms with the students during rehearsal. Parents with students who have large instruments or who struggle carrying supplies may help their student set-up/pack-up before and after rehearsal but cannot stay to listen.

Lake Washington High School (LWHS)

Keep track of Go-Box supplies. Communicate with OM when supplies are low.
Assign available rooms based on rehearsal space needs for each rehearsal in collaboration with Operations Manager and Conductors
Direct students in tearing-down chars after rehearsal. Make sure that each room used by BYSO has the appropriate number of chairs required by the venue
Note: parents/guardians and friends are not allowed to view or listen to rehearsals. Only BYSO staff and volunteers are allowed to be in the rehearsal rooms with the students during rehearsal. Parents with students who have large instruments or who struggle carrying supplies may help their student set-up/pack-up before and after rehearsal but cannot stay to listen.

Overlake Christian Church (OCC)

Keep track of Go-Box supplies. Communicate with OM when supplies are low.
Assign available rooms based on rehearsal space needs for each rehearsal in collaboration with Operations Manager and Conductors
Direct students in tearing-down chars after rehearsal. Make sure the building check-out procedure is followed completely.
Note: parents/guardians and friends are not allowed to view or listen to rehearsals. Only BYSO staff and volunteers are allowed to be in the rehearsal rooms with the students during rehearsal. BYSO staff and volunteers will help students carry/pack up their instruments & supplies to and from the rehearsal space upon check-in.

Concert Duties

Assist BYSO administration in setting up BYSO check-in tables, merchandise tables, signage, and other needed materials at the beginning of concert day, and tear-down of all materials after the final concert.
Stay in continual communication with OM, especially regarding concert timing, any issues on stage or back stage, or if need arises
Lead volunteers in completing their tasks as needed, including check-in, Will Call, Green Room Monitoring, and shepherding students to/from stage.
Support students backstage in keeping proper concert etiquette, including quiet behavior and attentive listening
Manage all setup needs on stage before, after, and during the concert using provided orchestra plots under the leadership of the Stage Manager (as assigned)

Preferred Qualifications

Technical proficiency with Microsoft Office.
Flexibility, transparency, and openness.
Proactive attitude and friendly demeanor.
Excellent interpersonal and communication skills; ability to articulate ideas clearly and concisely in both written and oral format, and ability to build and maintain relationships.
Commitment to Bellevue Youth Symphony Orchestra’s mission and values.
A love and appreciation of classical music and music education.
Commitment to working as a member of a team.