Description

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
 

Requirements

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 ext