Director of Operations

The Director of Operations manages the day-to-day operations of the American Pops Orchestra (APO) including managing the various contractors executing services on behalf of APO. This position requires a keen attention to detail, the capacity to thrive in high-pressure situations, and the ability to multi-task and manage a growing operation. Responsibilities for this position include: 1. Lead day-to-day administrative duties:

a. Oversees administrative operations, responding to general inquiries, organizing event and program scheduling, and securing event spaces as necessary;

b. Maintains the non-profit status of the organization and ensures necessary paperwork is kept to date both federally and locally;

c. Meets regularly with team members and contractors to guide and monitor the plans and goals of the organization;

2. Complete administrative bookkeeping in coordination with contracted accountant:

a. Creates, tracks, and closes organizational operating and production budgets in coordination with Music Director and Board President;

b. Obtains and organizes financial documents, including payroll forms, invoices, and receipts, from employees, contractors, and cooperating organizations;

c. Completes basic bookkeeping, inputs invoices, and ensures administrative and production invoices are paid, utilizing organization’s Quickbooks account;

d. Manages accounts receivable on behalf of the organization, including cashflow and financial stability of the organization, providing frequent updates to the Music Director and Board President as necessary;

3. Liaison with Contractors with regard to APO engagements:

a. Works with Nouveau Productions as needed for PBS specials and other public and private events and performances;

b. Upon completing contract negotiations, creates invoices and oversees collection of payments for APO events in coordination with necessary production staff;

c. Reviews the event copy, program notes, and promotional assets for APO shows;

4. Serves as the primary report for APO employees and contractors:

a. Leads the overall efforts of the APO staff, meeting regularly with staff and contractors to ensure progress in fundraising, educational outreach, public relations / social media, marketing and Production as directed;

b. Assists the Orchestra Personnel Manager with orchestra hiring, budgeting, and musician payments;

c. Reports to the APO Board President and Music Director, pursuing tasks and projects in coordination with the APO team as requested; Person Specification

• Some relevant management experience in theatre or arts, or comparable experience

• Understanding of artistic planning and scheduling

• Knowledge on operations and upkeep of a 501©3 organization preferred

• Motivated self-starter with a can-do approach regardless of the project type or request

• Excellent people management skills including building and leading a team, as well as interacting with external parties with discretion, professionalism, and attentiveness

• Flexibility and the ability to adapt to changing circumstances and stressful situations

• Excellent written and verbal communication skills, high computer literacy, and experience using Dropbox, Google and Microsoft Applications, and online streaming platforms a plus

• Ability to take direct orders with a positive and forward-thinking attitude, following the vision and direction of the Music Director and providing feedback as needed

• Familiarity with basic bookkeeping and Quickbooks a plus Terms and Conditions

Hours:

Full time position, 40 hours, plus some evening and weekend hours required. Some travel necessary

Salary:

$65,000-75,000 (commensurate with experience)

Benefits:

Health benefits available.

Vacation time, personal days, and sick days

Contract:

Initial 3-month trial, standard contract to follow upon the successful completion

Start:

As soon as possible