Office Manager

Posted 2/3/22

 

Actors' Theatre is looking for a part-time Office Manager - 16 hours a week (2 days) with the opportunity for growth.

 

Description:

The Office Manager (OM) reports to and works in coordination with the Executive Artistic Director (ED) and Marketing & Creative Director (MCD), to ensure the smooth operation of the organization.

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The OM is responsible for overall business and administrative operations of the company, including budgeting, financial management, actor/designer contracts, payroll, information systems, technology management (ensures that the company has information, communication and technology systems that are effective), renting out the theater and keeping a scheduling calendar of events in the facility. Possible leadership role in fundraising. The OM is responsible for hiring and overseeing artistic and technical personnel that has been chosen/approved by the ED.

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• Supervises, trains and evaluates assigned staff including employees and contractors supporting AT, as appropriate.  

• Ensures staff is trained in work and safety procedures related to assignments and in the operation and use of equipment and supplies; ensures safe work practices and procedures are followed.

• Coordinates with the ED and others to ensure shows are executed on time and on budget; responds to overall artistic goals while ensuring AT remains fiscally and operationally healthy.

• Manages purchasing and contracting.

• Manages front of house activities including Box Office manager, usher requirements, and coordinating with Board on concessions and patron relations .

• Develops, manages, and processes accounting documents and procedures; provides ED with budget reports regarding line item expenses.

• Books and schedules potential renters into the facility, manages their rental, has contracts signed and ensures that renters abide by the AT rental guidelines.

• Participates in regular meetings during a production with department heads to review and update line item budgets.

• Manages deposits and other miscellaneous income and the management and distribution of petty cash.

• Assists the ED with day-to-day activities related to the operation of the company.

• Maintains a healthy and happy relationship with the Landlord.

• Manages and oversees the Box Office Manager to create and implement a ticket price structure for individual shows, season subscriptions group sales, comp ticket lists, and discounts that achieve a balanced budget.

• Provides statistical and accurate accounting information and other reports using a variety of software tools such as word processing, spreadsheets, and databases that will assist in the planning of future seasons, promotional needs, and advertisement sales.

• Sends quarterly financial information to the Bookkeeper.

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Responsibilities:

• Long-range financial and organizational planning as well as day-to-day financial management and oversight, with an aggressive future growth plan.

• Strong values-based budgeting capabilities are a must, including creation, projections, tracking and reporting, and working with the Bookkeeper and Executive Board.

• Managing administrative workflow and communication for staff, volunteers, and contractors.

• Developing and overseeing staff, building compliance, and payroll.

• Design and implement equity, diversity, and inclusion initiatives and training for staff, board, and artists alongside ED, including internal policy development and external community programming.

• Working closely with the ED on the day-to-day producing of season and educational/community programming, including negotiating, creating, and executing contracts for artists, staff, independent contractors and vendors, and supervising staff and contractors.

• Responsible for negotiating licensing for productions and Actor Equity contractors, should they arise.

• Handles HR, W9 forms, etc., and works with the bookkeeper and tax accounting firm.

• Works in coordination with Box Office personnel, functions, and accounting.

• Coordinates with Board Treasurer on budgets.

• Coordinates with Marketing Director on seasonal budgets.

• Manages the accounting and budgets, and sends reports to the bookkeeper on a quarterly basis.

• Oversees fundraising efforts with board volunteers and Marketing Director.

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Characteristics:

• Manages and works well with people. 

• Dependable and responsible.

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