Title Operations Manager
Organization Abilene Philharmonic Association
Closing Date Friday, May 31, 2019
Location Abilene, TX
Information

JOB TITLE: Operations Manager
REPORTS TO: Executive Director
CLASSIFICATION: Full-time, exempt

JOB SUMMARY: The Operations Manager is responsible for ensuring that the scheduling and production of the orchestra’s concerts, rehearsals, and special events run smoothly, effectively, and in a financially responsible manner. Coordinates all aspects of concert production including stage activities for rehearsals and performances, monitoring conditions and creating the best possible performance environment. This position acts as liaison between technical crews and the orchestra, keeping abreast of all production elements, such as stage cues, start times and placement of instruments, to be able to direct stage hands, musicians, and guest artists. Interacts with the orchestra librarian, personnel manager, and the music director on a daily basis. Position requires concert production experience and familiarity with orchestra operations. Also responsible for the planning and execution of all education initiatives with the assistance of the education coordinator. Assists with office management and the accounting and finance procedures. Will represent the Philharmonic at other arts, education, fundraising, and civic events.

JOB DUTIES AND RESPONSIBILITIES
Concert Production:
• Develop annual master plan for orchestra operations, including rehearsal schedules.
• Plan and supervise concert production activities, including facility and equipment rental and staging requirements. Arrange for guest artist room hospitality.
• Prepare various concert production budgets and various expense projections for review by the Executive Director and Board of Governors.
• Arrange for transportation and accommodations for guest artists and musicians.
• Coordinate music and equipment for local, run-out, or other concerts.
• Ensure that rehearsals and concerts are properly staffed.
• Coordinate production needs with performance venue’s technical staff.
• Ensure that guest artist’s rider requirements are fulfilled.
• Negotiate contracts with and act as primary point of contact for hotels, recording technician, and other vendors.
• Oversee all aspects of the program book including print counts, book delivery, collection of content from other departments, adherence to deadlines, and working with contracted program book vendor. Provide program listings, musician roster, artist bios and pictures; coordinate proofreading process of program book.
• Maintain accurate orchestra performance records; archive seasonal program materials.
• Coordinate activities or special projects of Development, Marketing, and Public Relations departments which involve use of the auditorium, stage crew, and/or orchestra players.
• Help coordinate the audition process with the personnel manager for the replacement or addition of orchestra members.
• Meet with the Orchestra Committee to share information and discuss issues of concern; respond to orchestra member requests for information on scheduling and working conditions; ensure best possible physical working conditions for the orchestra in all situations.
• Serve as staff spokesperson/liaison to the orchestra (in the absence of the Executive Director) for policy issues and non-artistic matters.
• Administer guest artist payroll.
• Maintain and update music library as needed.
• Assist orchestra librarian as needed with the research, purchase and/or rental of music each concert.
• Ensure organizational adherence to copyright laws.

Education:
• With the assistance of the Education Coordinator, plan and implement all aspects of the Association’s education and outreach programs; establish appropriate goals and evaluation methods; coordinate plan with education committee and Executive Director.
• Use innovation and creativity in developing new programs that attempt to incorporate current educational and technological initiatives and cultivate new community partnerships.
• Coordinate with all personnel, volunteers, and the education committee concerning educational events. Cultivate and maintain professional relationship with the local school districts, community colleges, and other educational/civic institutions.
• Work closely with the Executive Director and other designated staff in long-range planning for the Association; prepare budget projections as needed including information for grants.
• Report to the Board on the progress of all education programs.
• Keep abreast of recent research on music education; identify educational trends that may present new opportunities for the Association; recommend a course of action that takes this information into account.

Administrative:
• Develop and monitor budgets for all production activities.
• Manage procurement of supplies, licenses, equipment, and services for operational purposes. Maintain inventories of property and supplies, making periodic checks for reports to the Executive Director
• 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.
• Perform financial responsibilities as outlined in the Accounting and Finance Process and Procedures manual.
• Renew, negotiate, and maintain all vendor contracts, including office contracts.

Other Duties:
• Conduct research as needed for concert/event design and viability. Assist in artistic planning and contracting as requested by the Music Director and Executive.
• Assist office staff with fundraising events.
• Sell tickets on a daily basis as needed.
• Perform other duties, as assigned.

Qualifications:
• Bachelor’s degree (B.A.) from four-year College or University.
• Minimum of two years related experience and/or training; or equivalent combination of education and experience.
• Must be proficient in navigating a computer; Intermediate level knowledge of Microsoft Word, Excel, and Google Suites. Experience with Ovation Tix software a plus.
• Knowledge of orchestra music and the workings of an orchestra is a must.
• High energy, positive “can-do” attitude, flexibility, attention to detail and passion for APA’s mission is essential.
• Works well with others.
• Demonstrate ability to think strategically.
• Demonstrate excellence in organizational and communication skills, both written and oral.
• Ability to work evenings and weekends, including some holidays.
• Only local candidates will be considered for this position.

Compensation:
Salary commensurate with experience. Benefits include health insurance, and paid vacation, holiday and sick leave in accordance with Employee Handbook Policies.

How to Apply:
Please submit your resume and cover letter to: director@abilenephilharmonic.org and be sure to include “Operations Manager” in the subject line.

Please include a cover letter with the following information:
• Salary history and requirements,
• How you learned of the position
• Description of how your qualifications and experience match Abilene Philharmonic’s needs.

Only electronic submissions will be considered. Submission deadline is Friday, May 31, 2019. All nominations and expressions of interest will be held in the strictest confidence. Salary is commensurate with experience, within the framework of the organization’s annual operating budget. The Abilene Philharmonic is an Equal Opportunity Employer and actively seeks a diverse pool of candidates.

Website http://www.abilenephilharmonic.org/