Title Operations Manager
Organization Abilene Philharmonic Association
Closing Date
Location Abilene, Texas

REPORTS TO: Executive Director, and Music Director

CLASSIFICATION: Full-time, exempt

JOB SUMMARY: The Operations Manager is an integral member of the APO and has a hand in almost all aspects of the organization. The Operation Manager’s main responsibility is the coordination and production of all concerts, rehearsals, and special events. This includes stage activities for rehearsals and performances, monitoring conditions and creating the best possible performance environment, acting as a liaison between technical crews and the orchestra, keeping abreast of all production elements, such as stage cues, start times and placement of instruments, and directing stage hands, musicians, and guest artists. The Operations Manger will interact 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 assists in the planning and execution of education initiatives, marketing and advertising, office management, and fundraising.


Concert Production

•Develop and maintain concert and rehearsal schedules.

•Plan and supervise concert production activities, including equipment rental and staging requirements.

•Prepare various concert production budgets and expense projections for review by the Executive Director and Board of Governors.

•Coordinate music and equipment for local, run-out, or other concerts.

•Recruit and coordinate volunteers for office and concerts needs.

•Coordinate production needs with performance venue’s technical staff.

•Ensure that guest artist’s rider requirements are fulfilled.

•Oversee all aspects of the program book including print counts, book delivery, collection of content from other departments, sale of advertisements, and adherence to deadlines. 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.

•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 and Outreach

•With the assistance of the Education Coordinator, plan and implement all aspects of the APO’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 APO; 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.


•Develop and monitor budgets for all production activities.

•Coordinate and review weekly check runs.

•Maintain accurate expense records and backup receipts.

•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

•Work closely with Executive Director and other designated staff in long-range planning for the APO; 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 the planning and execution of all fundraising events/activities.

•Actively involved with the planning and creation of all marketing and advertising pieces and strategies.

•Sell tickets on a daily basis as needed.

•Perform other duties, as assigned.


•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 Spektrix 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 APO’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.


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, cover letter, and three professional references to: ksmith@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, July 2, 2021. 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