University of Alabama Libraries is hiring: Principal Librarian in Santa Fe

New Mexico Philharmonic

Principal Librarian

Position Summary

The Principal Librarian is responsible for the overall management and operation of the New Mexico Philharmonic’s music library and serves as a key member of the organization’s artistic and production team. This position ensures that all music is accurately prepared, distributed, and maintained for rehearsals, performances, auditions, and educational activities.

The Principal Librarian works closely with the Music Director, guest conductors and artists, Orchestra Personnel Manager, and administrative staff to support the highest standards of artistic excellence. The role combines strategic oversight, detailed execution, and strong collaboration across all musical activities.

Reporting & Supervision

Reports to: President & CEO
Supervises: Assistant Librarian(s), contractors, and library interns as needed

Key Responsibilities

Library Management & Administration

• Oversee the day-to-day operation, organization, and long-term maintenance of the NMPhil music library


• Maintain accurate cataloging and inventory of all owned and rented music, including digital and physical materials


• Ensure all music is properly labeled, stored, and maintained in complete, performance-ready sets


• Maintain and update the orchestra’s music database and performance history records


• Assess staffing and project needs for the library and engage assistants as required


• Prepare and manage the annual library budget for music purchases, rentals, and supplies

Music Acquisition & Planning

• Collaborate with the Music Director and artistic leadership to determine editions, versions, and publications for all repertoire


• Source, price, and acquire music from publishers, dealers, rental agencies, and other orchestras


• Negotiate favorable rental terms and licensing agreements


• Provide instrumentation, timing, and cost information to support programming and budgeting decisions


• Maintain professional relationships with publishers, vendors, and peer orchestra librarians

Music Preparation & Distribution

• Ensure all music is professionally prepared, proofread, and performance-ready


• Coordinate bowings and markings with the Concertmaster, principals, and conductors, ensuring consistency across all parts


• Verify accuracy of scores and parts, including errata, rehearsal markings, and edition alignment


• Resolve page-turn issues and prepare inserts, cuts, and revisions as required


• Oversee preparation of digital materials, including scanning and secure distribution when appropriate


• Ensure music is distributed to musicians no later than two weeks prior to the first rehearsal, unless otherwise approved

Rehearsals & Performances

• Coordinate and/or oversee the transport of music to and from all rehearsal and performance venues


• Attend rehearsals and concerts as required to support music needs


• Ensure conductor scores and materials are prepared and in place for all performances


• Oversee the collection, inspection, and processing of music following rehearsals and concerts


• Ensure timely return of rental materials and replacement of lost or damaged parts


• Track and report missing materials and associated replacement costs

Auditions & Education Programs

• Prepare and manage music materials for auditions, including excerpts and permissions


• Maintain and update audition libraries


• Support music preparation for educational and community engagement programs

Copyright & Licensing

• Secure all necessary permissions for performances, broadcasts, recordings, and digital uses


• Submit required reports to licensing agencies including ASCAP and BMI


• Ensure compliance with all copyright laws and licensing agreements

Collaboration & Communication

• Work closely with the Orchestra Personnel Manager to confirm instrumentation and musician needs


• Communicate clearly and professionally with musicians, conductors, and staff regarding music preparation and requirements


• Participate in staff meetings and contribute to organizational planning as appropriate

Qualifications

Required

• Bachelor’s degree in music (performance or related field)


• Demonstrated experience in an orchestral music library (professional or equivalent)


• Strong ability to read and interpret musical scores and parts


• Exceptional organizational skills and attention to detail


• Ability to manage multiple projects and deadlines in a fast-paced environment


• Strong interpersonal and communication skills


• Ability to work independently and collaboratively


• Availability to work evenings and weekends as required

Preferred

• Experience with a unionized orchestra environment


• Supervisory experience


• Knowledge of orchestral repertoire (classical and pops)


• Familiarity with music notation software (e.g., Finale, Sibelius)


• Experience with library/database systems (e.g., ArtsVision or similar)


• Knowledge of copyright and licensing practices in orchestral settings


• Engagement with the Major Orchestra Librarians' Association or similar professional networks

Physical Requirements

• Ability to lift and transport materials up to 50 pounds


• Ability to work extensively with printed music materials (marking, erasing, handling)


• Ability to work at a computer for extended periods