General Information The Operations Manager (OM) takes a creative and collaborative approach to leading and overseeing the operation of the Youth Choral Theater (YCT) and the vision of its Artistic Director (AD). The OM is charged with client communications, matters of customer service not directly related to the delivery of artistic and education product, and oversight for the maintenance and continued development of effective administrative systems. The position is responsible for the fiscal health of the organization through supporting fundraising, recruitment, retention, and other income streams. The position is responsible for the company’s day to day operations and is a part-time, salaried position, commensurate with experience.
Internal Relationships The OM shall report directly to the AD, and the AD will periodically assess his/her performance. Accordingly, the AD will be responsible for the determination of OM work priorities and will monitor the progress of the OM. The OM will work closely with the AD, providing reports and organizational status updates as well as managing Board directed priorities and projects. The OM oversees YCT's Parent Volunteer Coordinators ensuring the organization's various volunteer opportunities are fulfilled. The OM is the primary point person for the day-to-day contact of the operations of the chorus’s other multiple constituencies.
External Relationships As the position handling office communications, the OM is one of YCT’s primary representatives to our constituencies and the general public in all matters related to the organization.
OM will be responsible for overseeing and developing the necessary implementation and coordination of financial, physical, logistical, and administrative requirements of YCT. These responsibilities fall in the specific areas of development, communication, office management and systems implementation, staff, parent, volunteer support, and attendance and support at all rehearsals and scheduled performance events.
OM will oversee effective implementation of the organization’s administration, communicate with AD on artistic goals, and performance projects.
OM will oversee procedures to meet singers’ needs and choir activities for voice placement interviews, auditions, rehearsals, performances, registration, merchandise and ticket sales, and box office procedures.
At all times, the OM will represent YCT in a professional, courteous, and self-assured manner. The OM, in collaboration with the AD, is the critical role in shaping public perception about the organization.
Management, Communication, and Financial Duties
OM shall be the key communication link to YCT's constituencies while at work at YCT office, rehearsals and performances. The OM must be thoroughly knowledgeable about choir practices and procedures.
OM is the point person for all contact with the organization’s various constituencies. OM will process all incoming and outgoing communication via phone, voicemail, email, and mail, coordinating with necessary parties on all messages, questions, and needed follow-up communication that cannot be handled directly by AD.
OM will oversee the management and updating of all of YCT’s databases and mailing lists in a manner that supports the artistic and public relations goals of the organization.
OM will oversee the management of all charges made to customer credit cards. He/she will supervise the collection of all necessary charge information from customers at the time of sale and manage all bank processing and reporting requirements.
OM will oversee the maintenance and filing of all YCT documents.
OM will oversee the continual updating of YCT’s website and Facebook page.
OM, in collaboration with the Accompanist and Staff, will oversee the organization and maintenance of the music library.
OM will oversee management of merchandise sales by tracking inventory and ordering product as needed.
OM will oversee management of office, rehearsal, and performance supplies, ordering product as needed.
OM will assist the Fundraising Specialist (FS) toward fulfillment of the fundraising goals (grants, etc..) for each fiscal year, as developed by the AD and Board of Directors.
OM will assist the FS in the administrative side of YCT’s Annual Fund Campaign, including the ordering of necessary printed materials, production and personalization of appeal and tax letters, and tracking of the individual, corporate, and foundation giving. The FS will provide letters.
OM will direct and oversee YCT's fiscal year-end online auction, with the assistance of the FS, Board and Auction Committee. OM will manage and keep track of all donated items, responses to donor and bidder inquiries, management of the auction website, distribution of items to winners, and production of tax letters.
OM will help manage YCT’s fiscal year-end paddle raise, with assistance as needed from the Board and the FS.
OM will continually seek out the AD with new fundraising opportunities and build upon existing fundraising ventures, through thorough donor relations and communications.
OM will oversee the retrieval of all printed or written communications, the collection of all required participation forms, tuition, and deposits as well as handling any miscellaneous inquiries and other correspondence from parents.
OM is also responsible for ensuring that all children have been picked up by parents, au pairs, or carpools following each rehearsal and that the rehearsal space is back in order and all YCT supplies and equipment are properly stored.
OM will ensure that the rehearsal space is set up for each rehearsal.
The OM will oversee the appropriate dissemination and retrieval of all music/music folders, distribution.
OM will serve as YCT's principal liaison between choir staff and parents and will oversee volunteer involvement in the organization at concerts, rehearsals, and other events as needed. He/she will ensure all volunteers are efficiently managed.
OM, in collaboration with the AD, will oversee all logistical, administrative, and scheduling in the development of the chorus's annual rehearsal and performance calendar. The OM is the organization's representative on all issues not directly handled by the AD surrounding concerts. These may include but are not limited to, scheduling venues, communications with constituents, coordinating with venue managers, and contracting professional performers.
OM will oversee preparation and distribution of advance information required for each performance to necessary parties. OM will manage the production of tickets and management of all ticket sales both before and during concerts, including ensuring that YCT's web-based ticketing system is efficient and up to date for each concert. OM will oversee subscription tickets sold at the start of each season and will keep detailed records of customers and their purchases. OM will oversee management of the concert box office at all self-produced concerts. OM will work with the AD to produce concert programs for each concert.
The OM will manage and assist with on-site logistics for dress rehearsals and performances, collaborating with the AD and on-site venue manager to ensure all performance needs are complete.
The OM will collaborate with the AD about the direction of the attire and help disseminate communication with constituents about changes.
OM will coordinate the recording and reproduction of Concerts.
Internal Number: 2020OM
About Youth Choral Theater of Chicago
We're Chicago's pre-eminent, most adventurous choral organization, dedicated to helping kids grades PreK-12 find their voice and make a difference in our world. You see, we know that our world is really big. And the people who share it speak hundreds of languages and sing thousands of songs…some of them very, very cool. By singing each other’s songs, we learn that, although we are different, we are all truly beautiful. And if we, the children of the world, learn to value all other children as beautiful people we make our world a better place.
This is what we believe. This is why we sing.