Director of Operations & Administration
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Job Location:
Irvine, CA - USA
Monthly Salary:
$ 110000 - 120000
Posted on:
6 days ago
Vacancies:
1 Vacancy
Job Summary
Job Description Summary
The Director of Operations & Administration is responsible for all general (non-stage) operations and administration of the building including safety and security front-of-house activity special events and related stage door coverage as determined with the Dean of the College of Performing Arts and Musco Center for the Arts. This position reports to and assists the Dean of the College of Performing Arts and Musco Center for the Arts and works closely with senior leadership in developing and maintaining theater operations and administration at the highest standards. This position will provide onsite night and weekend event management and must keep flexible working hours.
Responsibilities
Financial Planning Management and Support Build and manage the annual budget. Oversee the Centers budget tracking and reporting. Ongoing reconciliation of all project expenses including ensuring vendor invoices are accurate and paid and client invoices reflect all approved event expenses. Support event and season program planning by finalizing cost estimates and preparing financial analysis and practical projections. Prepare accurate event settlement documents financial reports and forecasts. Oversee fiscal operations including departmental budgets spending and reports on financial performance. Monitor and track expenditures to ensure alignment with department and University policies and practices. Line management of the Director of Production and the Director of Artistic and Educational Programming. Deputize for the Dean of CoPA and Musco Center as needed In collaboration with Business Administrator lead strategy and oversight of policies to enhance overall administrative financial and HR activities and workflows. Oversee Musco Center staff access to the PeopleSoft accounting system. Act as Primary Representative for Building Safety and Security Coordinate with campus Public Safety and Fire and Life Safety to ensure proper event staffing arranging for outside security where appropriate. Provide expertise and help set Covid policy. Ensure Musco staff members and volunteers are properly trained on emergency and safety procedures. Keep and update Musco Center Emergency Action Plan. Oversee Front-of-House Event-Related Operations Supervise Front of House Manager. Oversee Front of House staffing for on-stage and ancillary events. Lead develop and oversight of policies embody a culture of patron service model behavior and oversee training and empower the team to enhance overall patron service. Oversee the creation implementation and maintenance of staff/volunteer procedures and training manuals. Provide rapid response to critical issues. Serve as primary contact for all emergency situations. Manage Operations and Administration Provide solutions recommendations and implementation for operational needs. Provide immediate response to requests for assistance to events in progress. Support and troubleshoot theater operations computer hardware software and network technology needs in collaboration with University IS&T Department and other Musco Center departments. Schedule team meetings for general operations as well as for shows/events. Provide status update reports on a regular basis. Oversee administrative and operations staffing. Manage and optimize venue management software modules systems and workflows to work with and in support of Musco Center needs. Oversee the creation implementation and maintenance of administrative procedures and training manuals. Responsible for ongoing coaching and development of staff and timely performance management feedback. Understand and implement Musco Center and Chapman University policy as related to employment. Ongoing reconciliation of all project expenses. Manage Stage Door and Building Operations Functions In collaboration with administrative team hire train schedule and supervise Operations Assistants and student employees. Assure proper staffing of stage door both during daily operations and evening/weekend events. Provide estimates as requested for building operations and stage door labor. Manage overall support for all building operations including office moves deliveries equipment loading dock management and general maintenance. Oversee Ancillary Events Special Events and Rentals Oversee administration of rental clients and manage relationships into Musco Center and campus-wide partners and services. Lead liaison with all University departments for all Musco Center events. Administer and distribute forms outlining set-up technical and staffing needs for upcoming events. Clearly communicate specific event requirements to the necessary in-house and campus-wide departments and follow-up to ensure a coordinated effort for a successful event. Oversee and plan vendors and resources for festival and outdoor event set-up. Liaise with city and county officials for permitting of outdoor events. Act as a senior staff member during rehearsals or other events as needed. Develop maintain and administer the operational and show-specific budgets. Provide monthly expense cost tracking year-end department forecasts and estimates. Works closely with Musco Centers Business Administrator to finalize event settlements reconciliation and invoicing. Act as Primary Liaison for Venue Operational Needs with Campus Departments and Outside Vendors Including: Facilities Management and Housekeeping. Public Safety and Fire and Life Safety. Campus Planning.
Required Qualifications
A minimum of related experience in venue management building management or front of house management to accomplish assigned duties. Experience in managing the revenue and expense budget with the ability to prepare monitor and reconcile budgets and expenses. Proven leadership skills to build engage motivate and maintain collaborative teams improve services and unite with diverse constituents. Strong analytical skills to think strategically evaluate and understand data identify key areas develop appropriate solutions achieve goals and meet deadlines. Experience developing and managing successful relationships with vendors and organizational partners. Strong time and project management skills with the ability to juggle competing timelines and priorities and a gift for getting things done accurately and efficiently; thrives in a busy and changing environment working with multiple inputs and demands for ones attention. OSHA 30 Certified. (Will train.) Advanced knowledge of contracts budgeting and accounting. Self-starter. Project initiator and owner from inception to completion strong communication and follow-up skills possessing perseverance and the ability to finish challenging projects. Intermediate level computer skills to use word processing spreadsheet presentation internet and electronic mail preferably of Microsoft Office applications. Technically skilled to learn enterprise software systems: venue management software PeopleSoft Vectorworks Social Tables. (Will train.) Clean driving record holding a current drivers license able to drive larger vehicles including stake bed truck and passenger van. Strong oral communication skills to convey accurate information in a tactful and diplomatic manner. Strong written communication skills to prepare clear concise and grammatically correct business correspondence including solid editing and proofreading skills. Strong customer service and interpersonal skills including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the University community. Willingness to engage in Musco Center and Chapman Universitys Cultural Equity initiatives.
The Director of Operations & Administration is responsible for all general (non-stage) operations and administration of the building including safety and security front-of-house activity special events and related stage door coverage as determined with the Dean of the College of Performing Arts and Musco Center for the Arts. This position reports to and assists the Dean of the College of Performing Arts and Musco Center for the Arts and works closely with senior leadership in developing and maintaining theater operations and administration at the highest standards. This position will provide onsite night and weekend event management and must keep flexible working hours.
Responsibilities
Financial Planning Management and Support Build and manage the annual budget. Oversee the Centers budget tracking and reporting. Ongoing reconciliation of all project expenses including ensuring vendor invoices are accurate and paid and client invoices reflect all approved event expenses. Support event and season program planning by finalizing cost estimates and preparing financial analysis and practical projections. Prepare accurate event settlement documents financial reports and forecasts. Oversee fiscal operations including departmental budgets spending and reports on financial performance. Monitor and track expenditures to ensure alignment with department and University policies and practices. Line management of the Director of Production and the Director of Artistic and Educational Programming. Deputize for the Dean of CoPA and Musco Center as needed In collaboration with Business Administrator lead strategy and oversight of policies to enhance overall administrative financial and HR activities and workflows. Oversee Musco Center staff access to the PeopleSoft accounting system. Act as Primary Representative for Building Safety and Security Coordinate with campus Public Safety and Fire and Life Safety to ensure proper event staffing arranging for outside security where appropriate. Provide expertise and help set Covid policy. Ensure Musco staff members and volunteers are properly trained on emergency and safety procedures. Keep and update Musco Center Emergency Action Plan. Oversee Front-of-House Event-Related Operations Supervise Front of House Manager. Oversee Front of House staffing for on-stage and ancillary events. Lead develop and oversight of policies embody a culture of patron service model behavior and oversee training and empower the team to enhance overall patron service. Oversee the creation implementation and maintenance of staff/volunteer procedures and training manuals. Provide rapid response to critical issues. Serve as primary contact for all emergency situations. Manage Operations and Administration Provide solutions recommendations and implementation for operational needs. Provide immediate response to requests for assistance to events in progress. Support and troubleshoot theater operations computer hardware software and network technology needs in collaboration with University IS&T Department and other Musco Center departments. Schedule team meetings for general operations as well as for shows/events. Provide status update reports on a regular basis. Oversee administrative and operations staffing. Manage and optimize venue management software modules systems and workflows to work with and in support of Musco Center needs. Oversee the creation implementation and maintenance of administrative procedures and training manuals. Responsible for ongoing coaching and development of staff and timely performance management feedback. Understand and implement Musco Center and Chapman University policy as related to employment. Ongoing reconciliation of all project expenses. Manage Stage Door and Building Operations Functions In collaboration with administrative team hire train schedule and supervise Operations Assistants and student employees. Assure proper staffing of stage door both during daily operations and evening/weekend events. Provide estimates as requested for building operations and stage door labor. Manage overall support for all building operations including office moves deliveries equipment loading dock management and general maintenance. Oversee Ancillary Events Special Events and Rentals Oversee administration of rental clients and manage relationships into Musco Center and campus-wide partners and services. Lead liaison with all University departments for all Musco Center events. Administer and distribute forms outlining set-up technical and staffing needs for upcoming events. Clearly communicate specific event requirements to the necessary in-house and campus-wide departments and follow-up to ensure a coordinated effort for a successful event. Oversee and plan vendors and resources for festival and outdoor event set-up. Liaise with city and county officials for permitting of outdoor events. Act as a senior staff member during rehearsals or other events as needed. Develop maintain and administer the operational and show-specific budgets. Provide monthly expense cost tracking year-end department forecasts and estimates. Works closely with Musco Centers Business Administrator to finalize event settlements reconciliation and invoicing. Act as Primary Liaison for Venue Operational Needs with Campus Departments and Outside Vendors Including: Facilities Management and Housekeeping. Public Safety and Fire and Life Safety. Campus Planning.
Required Qualifications
A minimum of related experience in venue management building management or front of house management to accomplish assigned duties. Experience in managing the revenue and expense budget with the ability to prepare monitor and reconcile budgets and expenses. Proven leadership skills to build engage motivate and maintain collaborative teams improve services and unite with diverse constituents. Strong analytical skills to think strategically evaluate and understand data identify key areas develop appropriate solutions achieve goals and meet deadlines. Experience developing and managing successful relationships with vendors and organizational partners. Strong time and project management skills with the ability to juggle competing timelines and priorities and a gift for getting things done accurately and efficiently; thrives in a busy and changing environment working with multiple inputs and demands for ones attention. OSHA 30 Certified. (Will train.) Advanced knowledge of contracts budgeting and accounting. Self-starter. Project initiator and owner from inception to completion strong communication and follow-up skills possessing perseverance and the ability to finish challenging projects. Intermediate level computer skills to use word processing spreadsheet presentation internet and electronic mail preferably of Microsoft Office applications. Technically skilled to learn enterprise software systems: venue management software PeopleSoft Vectorworks Social Tables. (Will train.) Clean driving record holding a current drivers license able to drive larger vehicles including stake bed truck and passenger van. Strong oral communication skills to convey accurate information in a tactful and diplomatic manner. Strong written communication skills to prepare clear concise and grammatically correct business correspondence including solid editing and proofreading skills. Strong customer service and interpersonal skills including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the University community. Willingness to engage in Musco Center and Chapman Universitys Cultural Equity initiatives.
Required Experience:
Director
