Title Director of Operations and Events
Organization Plano Symphony Orchestra
Closing Date Friday, September 1, 2017
Location Plano, TX
Information

Reports to: Executive Director
Supervises: Volunteers

Job Summary: The Director of Operations and Events is responsible for ensuring that the scheduling and production of all orchestra events (concerts, rehearsals, special donor events, receptions) run smoothly, effectively, and in a financially responsible manner. They are also responsible for carrying out many provisions in the musician and guest artist agreements.

The Director of Operations and Events is responsible for the recruitment, training, supervision and management of volunteers to assist staff and the Association in carrying out the mission and programs of the Plano Symphony Orchestra. The Director of Operations and Events functions as a liaison between the volunteers and the Association, and provides leadership and staff support to all Guild committees.

Director of Operations and Events Responsibilities:

CONCERT PRODUCTION (with assistance from Personnel Manager, Executive Director, and Music Director)

Plan and administer all concert production activities of the orchestra, including facility and equipment rental, staging requirements, and other logistical arrangements.

Coordinate activities with librarian, concert production manager, and artistic staff.

Arrange and participate in concert tech meetings with music director, personnel manager, and venue staff.

Confirm arrangements with recording engineer for any taping of concerts.

Ensure that all terms are met within the guest artist contract requirements, including (but not limited to) arranging for guest artist hospitality and transportation, redeeming the Association’s travel rewards when applicable.

Arrange front-of-house logistics, displays, entertainment, and subscription & VIP tables.

Ensure front-of-house staffing, including volunteers to stuff programs, ushers and ticket takers, VIP stand-by hosts, concert services “meeters and greeters.”

SCHEDULING

Prepare the orchestra’s master schedule by working with Executive Director and Music Director to achieve artistic goals while maximizing services for financial benefit and upholding the requirements of the musician agreements and/or a collective bargaining agreement.

Determine feasible schedules for events such as run-outs and outreach programs.

Book necessary facilities.

MUSICIAN AGREEMENTS AND/OR COLLECTIVE BARGAINING AGREEMENTS

Interpret, implement, and uphold terms of the musician agreement and/or collective bargaining agreement; research background and precedent where discrepancies in interpretation occur.

Incorporate new terms of agreements in all scheduling and logistical planning; monitor compliance with personnel manager.

ORCHESTRA PERSONNEL

Meet with musicians and/or orchestra committee to share information and discuss issues of concert; respond to requests of musicians, including schedule questions and issues, rehearsal guests, and working conditions.

Follow up on all requests in a timely manner; help promote positive relations between the orchestra and the Association.

Ensure best possible physical working conditions for the orchestra in all situations.

ADMINISTRATIVE

Monitor budgets for all production, events, and run-out activities.

Maintain appropriate cost controls while maintaining artistic integrity and upholding the musician agreements and/or collective bargaining agreement.

Manage procurement of supplies, licenses, equipment, and services for operational purposes. Maintain inventories of property and supplies.

Serve as part of senior management team to assist the Executive Director in setting and implementing administrative and artistic policies established by the Board.

Work closely with Executive Director and other designated staff in long-range planning for the Association; prepare budget projections as needed.

VOLUNTEERS

Organize and conduct the orientation and training of volunteers making sure all aspects of the training are in accordance with the Plano Symphony’s mission and philosophy. Update training materials and programs as needed and alerts volunteers to relevant education opportunities.

Develop and implement strategies to recruit volunteers. Respond to inquiries regarding the volunteer program. Interview and screen potential volunteers.

Maintain volunteer personnel records in Theatre Manager, noting special skills and interests. Record volunteer duties and hours donated. Prepare operational reports on volunteer activities. Prepare budget reports.

Match volunteers to appropriate jobs seeking to fulfill the needs of the Symphony as well as the individual. Prepare and distribute calendar of volunteer job assignments and monitor compliance of volunteers. Regularly survey staff to reassess needs for volunteer assistance and update job assignments as needed.

Supervise volunteers in performance of duties, providing them continuous feedback and special guidance when requested or required. Conduct recognition programs to honor volunteers. Assist in resolving disputes and terminate volunteers not fulfilling the required duties.

Confer with events chairpersons and staff to determine appropriate volunteer jobs. Recruit volunteers for events and prepare work assignments. Supervise volunteers at events if applicable.

PLANO SYMPHONY GUILD

Develop and implement, along with the Guild President, the Plano Symphony Guild current and long-range plans to ensure that Plano Symphony Guild, Applause, and any other volunteer and/or social sub groups are effectively structured to fulfill objectives for volunteer staffing, education programming, public relations, audience development, and fundraising.

Advise and staff all Guild committees; keep Executive Director apprised.

Serve as ex officio member of all Guild committees.

Attend all Guild meetings, programs, and activities; provide reports and agendas as required.

Work with Guild nominating committee; help identify and recruit qualified Guild leadership.

Work with Guild to have calendar of events for upcoming season.

Work with Box Office and volunteers to update a Guild Theatre Manager mail list each fall.

GUILD, AS RELATES TO CONCERT PRODUCTION

Ensure that all concerts are properly staffed with volunteers. Work with Box Office Staff and Concert Services Committee to provide trained volunteers. Provide volunteers, when needed, to sell CDs and other concessions and usher inside the hall.

Consult with Applause Chairman to have trained teen ushers to stuff programs, take tickets, count tickets, sell refreshments, assist with ushering inside the hall, etc. Supplement with National Charity League and other teen volunteer groups as needed.

GUILD, AS RELATES TO HOSPITALITY

Work closely with Guild Hospitality committees to ensure success of hospitality functions, such as receptions, appreciation events, meetings requiring refreshments, musician meals between concerts, etc.

GUILD, AS RELATES TO OFFICE VOLUNTEERS

Recruit, train, and place volunteers to serve in various office roles:
• Receptionist/telephone orders
• Data Entry
• Archives/filing
• Mailings
• Ticket processing and filling
• Press releases
• Newsletters
• Fundraising Research and Grant Writing
• Design invitations or other mail pieces
• Other

HOW TO APPLY

Please submit a cover letter, resume, and the names and contact information for at least three professional references. Submit email applications to: rreed@planosymphony.org. No phone calls please. We anticipate that a candidate will be hired by Fall 2017.

Website http://www.planosymphony.org