Operations Manager

Job Title: Operations Manager

 

Supervisor: Artistic Director, Board of Directors

 

Supervisee: Rehearsal Manager(s)

 

FLSA Status: Non-exempt; part time (an average of 18-23 hours per week), based on seasonal programming with significantly reduced hours from mid-May to September 1, and longer hours during concert weeks (January and May).

 

Position Overview:

The South Shore Children’s Chorus is a non-profit, musical education program run by South Shore natives who care deeply for their community. SSCC offers a high quality music education for young singers of various experience levels for students living in the South Shore community and beyond. SSCC seeks an organized and dynamic Operations Manager who will provide leadership and management of the organization’s logistical operations and family communications in alignment with the artistic mission. The Operations Manager is responsible for the set-up and breakdown of equipment, distribution of materials, rehearsal management, attendance records, and in-person communication with families and singers of SSCC’s four rehearsal locations. The Operations Manager is expected to be the first in the building and last out of the building for all rehearsals and events, working in tandem with the Artistic Staff to facilitate equipment/materials needed. The Operations Manager will work in tandem with the Registrar to ensure all records and rosters are kept up to date, with minimal impact on the teaching staff. 

 

Duties & Responsibilities

Weekly Rehearsal Management:

• Maintain excellent working relationship with all SSCC teaching staff

• Discuss setup needs and seating charts with each director, and set up rehearsal equipment and materials prior to teacher arrival

• Prepare student folders and binders prior to the first rehearsal

• Break down rehearsal spaces after the childrens’ dismissal

• Greets students and families upon arrival, serves as the primary face of the organization

• In tandem with the Artistic Staff, create and implement rehearsal logistics, plans, and strategies for orderly and safe arrival and dismissal of children from rehearsals

• Take attendance for each class, keeping accurate records

• Manage SSCC Attendance email address, marking which students have pre-reported absences and alerting teachers of the absences prior to the rehearsal start time

• If an absence is unreported, send an email, call, or text to families 15 minutes after rehearsal begins using SSCC’s online software (ASAP Vanco Education)

• Manage any student issues during rehearsal, such as: behavior, bathroom breaks, illness, mental health, etc.

• Manage/coordinate materials (student music, pencils, music folders, etc) 

• Stay up-to-date on SSCC policies, upcoming events, and All-Together rehearsals and clearly communicate these to families and ensemble directors.

• Take pictures and videos at rehearsals to share on SSCC social media

• Communicate regularly with Registrar to receive information about incoming students or trial students, and relay this information to teachers

• Communicate and manage additional Rehearsal Manager(s) to ensure consistency in information, behavior expectations and procedures across rehearsal locations

• Other duties as assigned

 

All-Together Rehearsal Management:

• Communicate with SSCC Artistic Staff for set up instructions, ensuring that directors have all of the materials needed for rehearsals

• Arrive early to set up choral risers, chairs, and nametags prior to teacher arrival, coordinating help with Rehearsal Manager or parent volunteers if necessary

• Working in tandem with the SSCC Staff, create, manage, organize, and implement logistical processes to ensure the safe and smooth arrival and dismissal of over 140 singers/families

• Maintain accurate attendance records, emailing/texting families of absent children 15 minutes after rehearsal begins, if absence is unreported

• Manage any student issues during rehearsal, such as: behavior, bathroom breaks, illness, mental health, etc.

• Coordinate break down of choral risers and rehearsals at the end of the evening

• Other duties as assigned

 

Concert & Dress Rehearsal Management:

• Working in tandem with the SSCC Artistic Staff, create, manage, organize, and implement logistical processes for the rehearsal and concert day

• Create and distribute a logistical plan to the staff for each day

• Manage venue contracts and be the first point of contact for venue coordination. 

• Coordinate and manage moving SSCC’s concert equipment to and from the venue, along with any volunteers needed for set up/break down

• Maintain accurate attendance records, emailing/texting families of absent children 15 minutes after rehearsal begins, if absence is unreported

• Manage any student issues during rehearsal/concert, such as: behavior, bathroom breaks, illness, etc.

Communications

• Prepare accurate, concise, and clear communications with a high level of cultural competency to families regarding upcoming events (All-Together Rehearsals, Dress Rehearsals, Concerts, Performances, etc)

• Professional and clear Email and text correspondence with guardians regarding attendance, tardiness, etc 

• Email and text announcements regarding unexpected changes in schedule (ie: snow days, cancellations, rescheduling, etc)

 

Growth Expectations:

As SSCC continues to grow as an organization (growth has been rapid in 2021/22), additional responsibilities may be added to the Operations Manager position for additional weekly hours, in line with the employee’s strengths and interests that align with the organization’s needs. This may include (but is not limited to):

• Graphic Design (brochures, mailings, concert programs)

• Website Management

• Guest Artist Contracting

 

Qualifications (Education, Experience and Certifications):

• Minimum 2-3 years of demonstrated experience in program/event management or stage/rehearsal management

• Experience working in youth and/or performing arts organizations, nonprofit agencies, and/or schools a plus

• Must be able to stand and lift 25 pounds

• Must have a car and reliable transportation to and from rehearsals

• Interest in growing with the organization and long-term commitment a plus

• Connections to and passionate about the South Shore of MA a plus

 

Knowledge, Skills, and Abilities:

• Ability to thrive in a fast-paced environment, moving quickly and swiftly to anticipate needs and issues of students, families, and staff

• Strong in-the-moment, independent problem solving skills and ability to be self-directed in finding solutions to logistical problems

• Must thrive in busy environments, often filled with a minimum 20-50 singers and family members coming and going 

• Expert time management; attention to detail and accuracy

• Outstanding verbal and written communication skills, including the ability to be clear, concise, and a high level of cultural competency working with our diverse range of families

• Friendly and passionate demeanor with families and singers, and strong ability to create relationships with families, chat during downtime, etc

• Familiarity/comfortable with learning online softwares and Google Suite a plus

 

Weekly Schedule (Early September - Mid-May)

This position will be mostly in-person, cycling between our rehearsal sites throughout the week at the following locations:

• Sunday, Quincy, 4:00-8:45pm (once per month all-togethers, 12:30pm-8:45pm)

• Tuesday: Sharon OR Hanover, 3:30-6:45pm

• Wednesday: Quincy, 3:30-6:45pm

• Thursday: Bridgewater, 4:00-8:45pm

 

Additional work from home hours will be needed for emails, zoom meetings, etc. 

 

The South Shore Children’s Chorus is committed to creating a diverse environment and is proud to be an equal opportunity employer and unequivocally supports racial equality, racial justice and racial equity. SSCC is committed to building a diverse staff that reflects and represents our diverse student and family population, and strongly encourages applications from candidates of color, women, and members of the LGTBQ+ community.