The Operations Manager for Peninsula Youth Orchestra will oversee preparations and participate in the execution of all operations. This individual will be responsible for the full range of administrative functions, rehearsal, and concert support for all six PYO orchestras and ensembles, and most marketing and communications activity. The Operations Manager will manage day-to-day operations related to auditions, rehearsals, concerts, and summer camp programs. This position will serve as a liaison to the music community and information center for PYO members and their families. The Operations Manager, reporting to the President/General Manager, will work closely with all members of the PYO team and directly supervises the Rehearsal Assistant.
Roles and Responsibilities
Create and maintain the year-round schedule of rehearsals, concerts, and auditions, in conjunction with the Music Director and the Director of Prep Orchestras, and update as necessary and communicate to members.
Plan and manage the operations, communications, and administration of summer camp programs and international summer tours, in coordination with the Music Director and/or Prep Conductor.
Partner with Chief Financial Officer to develop annual operating budgets and periodically track expenses vs. budget and contribute to the planning process of operational expenditures.
Secure facility rentals for PYO activities, including venue compliance, agreements and venue support for students, families, audiences, conductors, and visiting artists; serve as liaison to theater managers.
Oversee and assist with the launch of each new season.
Rehearsal, Concert, Audition, and Office Management
Supervise and assist with concert production: coordinate stage set-ups, strikes, stage management, and audio/video needs.
Attend all performances to support the conductors.
Lead all office operations, oversee computer hardware/software and databases, operate professional-grade office copier (including booklet finisher), and oversee general office housekeeping.
Collaborate with the Music Director and Prep Orchestra Director to create, plan, and schedule auditions, as well as manage audition logistics inclusive of in-person auditions and video submissions.
Oversee music library maintenance (physical volumes and digital database), involving cataloguing, filing, scanning, digital archiving, and acquiring new music as needed.
Manage preparation of music parts for distribution to musicians at rehearsals.
Attend rehearsals frequently to ensure smooth operations, while serving as back-up for Rehearsal Assistant.
Provide administrative and logical support to the Camp Director during spring enrollment and onsite for the two-week period of summer camp sessions.
Maintain a database of members’ key information and update in real time, as needed, due to changes in member status, address, or other data required by PYO.
Serve as first point of contact for answering questions and inquiries from musicians and parents.
Manage communications and publications, including weekly eNews and website postings, brochures, and concert program booklets, collaborating with PYO staff members on content.
Provide outreach to local music teachers through periodic communications and maintain a music teacher database.
Team Leadership, PYO Culture, and Professional Development
Guide administrative team members, monitoring productivity, providing constructive feedback, and reinforcing accountability to adhere to legal and organizational policies.
Assist PYO to grow organizationally by building a culture that is open to new perspectives and encourages creative solutions.
Actively participate in the field through professional networking and associations, including the Association of California Symphony Orchestras and the League of American Orchestras.
Traits and Characteristics
The Operations Manager takes responsibility for the outcomes of their decisions and actions, cooperating with others to meet objectives and achieve shared goals, regardless of obstacles or challenges. The Operations Manager must have the ability to show concern for the needs, feelings, and perspectives of clients and fellow team members in a respectful and professional manner. The Operations Manager should display a high degree of resiliency regarding operational challenges and priority conflicts.
Other key competencies include:
People-Oriented and Customer-Oriented – The capacity to build rapport with a wide range of individuals and identifying and fulfilling their expectations.
Persistence and Consistency – The ability to finish tasks in a timely fashion despite challenges, with a high degree of trust regarding positive outcomes.
Analysis – The facility to compile, confirm, and organize real-world situations to inform thoughtful decision-making.
Following Policy and Organized Workplace – The capability to adhere to rules, regulations, or existing methods in order to establish and maintain order in daily activities.
The ideal candidate will have first-hand knowledge of classical instrumental music, understanding of the operational needs of an orchestra, and a passion for working with young people. They will have a bachelor’s degree (or equivalent) in a relevant field; excellent communication skills both written and verbal; and will be able to work as a team player and manage direct reports effectively. They will be proficient in using various computer applications, such as MS Word, Excel, Google Classroom, and Claris Filemaker, or be willing to learn them quickly. They will also be able to lift up to 15 pounds at and above shoulder level and move and stack chairs and music stands when needed for rehearsal set up. They will be flexible and available to work occasional evenings and weekends (Saturdays and Sundays) to support and manage rehearsals and concerts.
Compensation and Benefits
The Peninsula Youth Orchestra offers an annual salary range between $70,000 and $80,000 with a flexible, hybrid work schedule. PYO is committed to supporting and mentoring the inaugural Operations Manager, providing a growth path with the potential of this role advancing to the role of Executive Director over time.