Operations and Rentals Manager

Overview

Job Type: Full time;
Benefits Eligibility:
Benefits Eligible;

Schedule:

12-months;
Salary Range:
Group 9 from $26.87 to $32.56 per hour.

Provide assistance to the Executive Director to effectively manage the operational aspects of Trollwood and Bluestem. Oversee and manage all aspects of the venue rentals at Bluestem Center for the Arts. Organize and serve as a supervisor for specified seasonal and year round staff, as assigned. Assist in all aspects of effectively developing donor relations and other revenue generating opportunities to raise funds and build business that support the educational and community entertainment opportunities of Trollwood Performing Arts School and Bluestem Center for the Arts.

Assist the Executive Director with administrative, organizational, and clerical support.

• Assist Executive Director with all organizational hiring and on-boarding processes, including posting of job opportunities, updating job descriptions, processing employment memos, screening applicants, setting up interviews, and hiring of positions, as needed and assigned.
• Manage the hiring, supervision, training, and scheduling of staff for the following departments:
  Box Office, Reception, Events (including both rentals and programming needs) Concessions, and Fundraising assistants.
• Coordinate and execute all responsibilities related to Accounts Payable and Accounts Receivable for Trollwood.
• Serve as the liaison to the District Office business department, responding to any inquiries, requests, etc. that may be needed to ensure all district policies and procedures are upheld.
• Responsible for managing all Trollwood staff credit card receipts and allocations.
• Assist the Executive Director in budget management by updating budget monitoring reports regularly; making journal entries to readjust budget allocations as needed; and assist in other budget activities, as directed.
• Supervise all aspects of the Trollwood box office including but not limited to staffing, ticket sales, setting up auxiliary box office locations, equipment, software, training, reporting, issues troubleshooting, and managing accounting processes.
• Responsible for setting up our box office software each year and serving as the primary resource related to the box office software. This includes serving as the primary contact and liaison between the Trollwood box office, our ticketing vendor, and the FPS technology department.
• Assist in creating and executing a group sales strategy for selling tickets for all Trollwood Productions, including the Mainstage Musical, Totally Trollwood Musical, Trollwood Children’s Theater, and Trollwood Players.

• Oversee the creation and execution of all concession and merchandise sales, including but not limited to such things as developing menus, determining what merchandise to sell, purchasing inventory, pricing, monitoring inventory, displays, staffing, training, and marketing.

• Oversee the coordination and execution of all student registration processes and procedures.
• Produces reports as needed.
• Provides customer service to all internal and external clients of Trollwood.

• Meets with the custodial lead to discuss building needs concerning rentals and other setup needs and discusses other types of staffing needs.
• Oversee the scheduling for security services throughout the summer months.
• Assist the Executive Director in overseeing the cleanliness, neatness, and maintenance of the grounds and venue, assisting in communicating any needs to the Trollwood lead custodian.
• Coordinate and oversee the execution of all Trollwood programming related events. This includes planning, staffing, overseeing setup, tear down, and providing overall supervision to each area of the event.

• Oversee all inquiries and requests by outside agencies or individuals interested in renting Trollwood costumes and equipment. Discusses pricing strategies with the Executive Director. Manage data entry and assist the Executive Director in the coordination, training, management, and technical needs of data management systems.

• Assist the Executive Director in designing, coordinating, and executing a comprehensive annual fundraising plan, encompassing a successful strategy to receive both cash and in-kind donations.
• Assist in the creation and management of a program for the identification, qualification, cultivation, solicitation, and stewardship of existing and prospective sponsor ships, individuals, business, foundation and other donors.
• Responsible for the creation of donor solicitation materials, donor correspondence, and background research related to donor meetings or solicitations.
• Responsible for researching and assisting in the writing of grants and all grants reporting details.
• Responsible for assisting in the development of an alumni program recognizing alumni for their…