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Employment Opportunities

Olympic Theatre Arts is a volunteer driven nonprofit theatre that operates with a small staff of paid employees.  The following positions are currently open.  If you are interested in applying, please send your cover letter and resume to office@olympictheatrearts.org

We are currently seeking an "Operations Manager" as well as a "Front of House Manager and Volunteer Coordinator"

Operations Manager:

OBJECTIVE: To maintain fiscal and human resource management and reporting for the organization. 

General Personality Traits:

  • Pleasant Disposition – Welcoming – Happy – Proud – Passionate – Friendly

  • Organized – multi-tasker – ‘Prioritizer’ – Delegator – Calendar watcher

  • Thorough – detail oriented – finisher – neat – professional

Skills Required:

  • Microsoft Suites

  • Ethical Actions

  • Quickbooks

  • Flexible

  • Commitment

  • Negotiation

  • Communication

  • Organization

  • Compassion

  • Tech Savvy

General Office Clerical:

  • With all office staff, open & run office during office hours; assist in all visitor matters and secure building at end of day by checking all lights and door locks

  • Check for mail daily at Post Office and mailbox onsite

  • Manage ticket sales with other office staff for individual and season tickets

  • Process all season ticket orders and distribute to patrons

  • Keep general voice mailbox answering machine message up to date 

  • Prepare ongoing contribution reports for Marketing & volunteers & keep Executive Director apprised

  • Maintain OTA Calendars of Events/Rentals and/or other Activities

  • Maintain all filing and office order 

  • Orchestrate Membership Drive, process payments, deliver cards

  • Maintain current membership list with contact information for all members

  • Monitor Contact Us website communications and assist with website content as needed

Financial:

  • Record and/or deposit daily A/P and A/R, scan and email work to offsite accountant

  • After each accountant reconciliation, print, sign and distribute checks, record ‘bill pay’ payments on invoices, file all receipts

  • Run daily back-ups of QuickBooks and computer’s data to the cloud via iDrive; occasionally back-up on My Passport and/or flash drives and keep offsite

  • Prepare various reports and comparisons, distribute via email to Board treasurer and Executive Director at least one week prior to Board meeting

  • Work with Board Chair, Treasurer and Executive Director in creating annual budget, enter approved budget into QuickBooks, track status periodically

  • Prepare and present to board financial performance reports for all events

  • Process all government tax forms, business licenses, non-profit reports to maintain active status. File all music licensing reports w/ASCAP & BMI.

  • Periodically evaluate all contracts and rates, such as insurance plans, security plans, utilities, telephone and internet, etc. and make recommendations

  • Maintain accounting records to track funds allocated for a specific purpose such as

memorial donations, children’s theatre sponsorships, quarterly payments for employees, advertising and sponsorships

  • Process brick orders; raffle tickets; and other items

  • Provide or create bi-monthly time records for employees, verify hours & submit to accountant; print paychecks, sign & distribute

  • Interview prospective facilities lessees, provide rental rate proposals, contracts, collect deposits and documents as specified in the rental agreement

Human Resources

  • Assist in creating and implementing policies and procedures as needed

  • Assist in recruiting, screening, interviewing and hiring workers

  • Process background checks for new hires and volunteers who work with children’s programs

  • Maintain employee records

  • Support the management of disciplinary and grievance issues 

  • Assist in performance management processes

  • Set up and maintain Google Workspace administrator account including staff email accounts

  • Oversee the maintenance and communication of records required by law or local governing bodies

  • Investigate accidents and prepare reports for insurance carrier

  • Participate in Internal Affairs & Facilities Committee meetings and various other meetings as requested


  • Assist in creating and implementing policies and procedures as needed

  • Assist in recruiting, screening, interviewing and hiring workers

  • Process background checks for new hires and volunteers who work with children’s programs

  • Maintain employee records

  • Support the management of disciplinary and grievance issues 

  • Assist in performance management processes

  • Set up and maintain Google Workspace administrator account including staff email accounts

  • Oversee the maintenance and communication of records required by law or local governing bodies

  • Investigate accidents and prepare reports for insurance carrier

  • Participate in Internal Affairs & Facilities Committee meetings and various other meetings as requested

Productions

  • Order perusal and/or production scripts and other materials as directed

  • Apply and pay for production licenses before rehearsals begin

  • Advise Production Team of budget allocations for productions

  • Set up all productions and events in Arts People

  • Create fillable sign-up forms for various programs & add links to website (e.g., children’s classes/workshops, improv, etc.)


Facilities

  • Channel information regarding building repairs or maintenance to facilities committee for action

  • Maintain list of and order required facility supplies (e.g., office, janitorial, kitchen, bar and concessions)

  • Schedule and arrange for escort of officials conducting periodic maintenance of building systems equipment, report findings or deficiencies to facilities committee

  • Schedule repairs or maintenance as needed

  • Maintain facility keys

Volunteer Coordinator and Front of House Manager:

OBJECTIVE: To recruit, educate, manage, and empower our volunteer workforce as well as oversee the Front of House operations of the organization.

Please note this job is evolving and responsibilities will change based the needs of the organization


Front of House Management: The Front of House Manager (FOHM) is responsible for the smooth running of the front of the house and for ensuring that our patrons’ experience before and after a performance is pleasant and memorable. The FOHM is the ‘hospitality’ host making preparations before the show to receive ‘guests’ into OTA’s ‘home’. FOHM coordinates the efforts of the volunteers, and is in charge of all sales and reporting on performance days. Any emergency or error which may arise should be handled by FOHM. All consumable and non-consumable resources needed for the Front of House operation fall under the purview of this position.


Volunteer Coordination: The FOHM also serves as the first and main point of contact for all volunteers of the organization.  They are responsible for recruiting volunteers and assigning them to roles and their appropriate leadership. Initial volunteer training is led by the FOHM.  The FOHM is responsible for maintaining a living database of all volunteer resources and needs. They are responsible for identifying, informing, and supporting volunteer needs and concerns to maintain a positive work environment.


Hours: The FOHM is required to be on site to open, close, and be present for all OTA performances.  Between performance days, hours are flexible to work on or offsite to accomplish the needs of coordinating volunteers.  There are times that will require onsite hours between performances such as staff meetings, trainings, and production preparations.


Below is a list of some of the tasks associated with this position.


Front of House Management:

  • Manage a volunteer workforce to ensure smooth operations.

  • Be first to arrive and last to leave on performance days.

  • Be trained and certified on all front of house positions and ready to fill in in case of volunteer workforce shortage.

  • Be knowledgeable enough to execute and problem solve on organization’s Point of sale (POS) and ticketing platforms.

  • Proactively meet and greet patrons and create a welcoming environment for OTA.

  • Be able to perform any minor facility repairs that may arise during performance days and able to communicate larger repairs to Technical Director or Executive Director.

  • Maintain inventory of all consumable goods.

  • Perform minor technical needs for contract group on their performance days.

  • Calculate daily sales and perform reports.

  • Handle any guest concerns on performance days.

  • Be a positive face of the organization and represent OTA’s mission, vision, and values.

  • Ensure upcoming events are advertised in the house.


Volunteer Coordination:

  • Maintain flexible hours dependent upon current needs, both on and offsite.

  • Be available to offer in office coverage during hours of operation if others are absent.

  • Field all inquiries regarding volunteering.

  • Maintain volunteer database, update often and categorize for specific needs, consolidate  various programs for better accuracy (Google docs, Arts People, QuickBooks).

  • Be proactive in helping office staff and committee chairs to identify all needs and search for  volunteer help (fill committees, make community connections – ads, sponsorships, etc.) .

  • Make use of Sign-Up Genius for volunteer searches.

  • Create and/or maintain job descriptions for volunteer positions.

  • Create and/or manage awareness program for new and existing volunteer sign-ups, monitor  information for accuracy and relevance (web-site, social media, email blasts).

  • Make calls from the office, whenever practical, to solicit volunteers to work.

  • Create and maintain volunteer recognitions.

  • Assist Executive Director in outreach development.

  • Maintain records of volunteer hours.

  • Provide newsletter material highlighting volunteer work.

  • Work with Executive Director and Technical Director to staff production team.

  • Assist directors in identification of potential cast members.

  • Prepare distribution packets, schedule volunteers and update distribution lists.

  • Build, maintain and complete all Front of House staffing, communicate with house managers about staffing notes and specific production nuances (length of acts, late seating, etc.).

  • Provide candidates for playbill recognition.

  • Arrange for, manage and advertise First Friday talents.

  • Coordinate distribution of marketing materials.


This job description and list of tasks does not serve as a complete list of duties.  As OTA believes in a team environment, all positions will be crossed trained so that all staff may support one another.