POSITION POSTING • OPERATIONS MANAGER
Posted February 19, 2021
The Valley Symphony Orchestra is a professional arts organization located in McAllen, Texas. The VSO staff support Maestro Peter Dabrowski and 70+ musicians in executing a season of performances that includes 5 subscription concerts, 6 education concerts, an annual fundraising gala and several special events. VSO staff are responsible for all marketing, producing, fundraising, financial management, and administrative matters of the organization. The VSO performs in McAllen’s state of the art Performing Arts Center, a 1,800 seat venue situated among the city’s convention center, shops, and restaurants. McAllen, a bi-national community located in the heart of the Rio Grande Valley, is located on the border of Texas and Mexico.
During the Covid-19 crisis, the VSO has transitioned to performing online and increasing its digital presence.
OVERVIEW OF RESPONSIBILITIES
- Work with bookkeeper and VSO support staff to manage financial tasks, including daily revenue reports, bill payment, A/R, A/P, issuing checks, and maintaining all related files and records.
- Process all gifts and donations, including proper booking, reporting, acknowledgement, and communicating fulfillment information to staff.
- With assistance from bookkeeper, prepare monthly and event-based reports for the Executive Director and Board of Directors.
- Conduct analysis as needed on revenues and expenses in partnership with Executive Director.
- Manage invoicing and payment for VSO earned revenue including program book ads, education concert sponsorships, and more.
- Work with staff on grant applications and reporting, providing budgets, forecasts, and other financial data as needed.
- Regularly assess the VSO’s financial workflows and filing practices for efficiency and adherence to best practices, updating systems as needed.
- Collect data for year-end audit and tax return preparation; provide data for auditor requests.
- Draft, issue, and file all contracts for employees, guest artists, and others as needed.
- Maintain musician files in partnership with Personnel Manager
- Respond to staff requests for account reports and needed analytical data
- Liaise with insurance broker, obtain policy renewals, certificates of liability for events, contracts, and up to date policy information
- Ensure on-time and accurate reporting to music licensing companies such as BMI, ASCAP, etc
- Responsible for obtaining and documenting information concerning major business purchases, assets and any office improvements. Responsible for preparing and administering RFPs for major purchases.
- Ensure the overall smooth running of the VSO’s internal administration and its cost-effectiveness.
- Serves as part of the VSO gala team
- Other duties as assigned
- High level of personal integrity with a deep commitment to transparency and accountability
- Ability to work as a trusted member of a team and take responsibility for shared outcomes
- Ability to work in a fast-paced, deadline driven environment and manage multiple priorities at once
- Ability to solve problems while communicating confidence to patrons, board members, and other key constituents
- Commitment to maintaining a professional standard of quality for the patron experience, VSO print and web communications, and interactions with key stakeholders
- Bachelor’s degree in business, non-profit administration, accounting, or related field.
- 5+ years relevant work experience (advanced education may compensate for some work experience)
- Strong proficiency with MS Excel and MS Word
- Very strong attention to detail
- Strong budgeting and financial analysis skills
- Strong organizational, verbal and written communication, problem solving, and teamwork skills
- Ability to design and write basic financial reports
- Ability to work in a fast-paced environment
- Ability to work on multiple projects and manage competing priorities
- Knowledge of Quickbooks Online (both standard and advanced)
- Ability to communicate (written and verbal) in Spanish
- Non-profit bookkeeping experience
- Experience in customer service and/or donor relations
- Familiarity with the arts and/or symphonic music
This position is full-time, salaried, includes paid holidays and vacation, health insurance, dental insurance, long-term and short-term disability, life insurance, and phone stipend. The VSO provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, or any other characteristic protected by federal, state or local laws.
To apply for the position, submit resume and cover letter via email to Executive Director Katy Coy at email@example.com. Interviews will begin March 11, 2021 and will continue until the position is filled. No phone calls please.