Operations and Rentals Manager

JobID: 5711 Position Type: Support Staff/Administrative Assistant Date Posted: 11/13/2023 Location: Trollwood Performing Arts School Closing Date: Until Filled Job Type Full time Benefits Eligibility Benefits Eligible Schedule 12-months Salary Range Group 9 from $25.
26 to $30.
93 per hour Summary: Provide assistance to the Exective 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.
Human Resources, Business Office, and Trollwood Operations Management Responsibilities: 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 responsiblities 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.
Concessions and Merchandise 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.
Student Registration & Customer Service 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.
Facilities Meets with the custodial lead to discuss buidling 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.
Costume & Equipment Rentals Oversee all inquiries and requests by outside agencies or individuals interested in renting Trollwood costumes and equipment.
Discusses pricing strategies with the Executive Director.
Provides assistance to the Executive Director in a variety of administrative & office functions: 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 sponsorships, 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 accomplishments and helping create an alumni giving program.
Oversee the thank you process for all donations.
Facilitate communication on behalf of Executive Director via phone, email, mail, calendar, etc.
Assist in managing Executive Director’s calendar by helping arrange for and schedule appointments and meetings.
Assists the Director in project planning and problem solving in order to meet Trollwood goals and objectives.
Assist Executive Director with the organization and development of building relationships with groups such as parent, community, student, donor, volunteers, and other constituencies.
Assist with the coordination and execution of staff orientation meetings, including but not limited to the creation of manuals, agendas, meeting preparation and activities related to orientations.
Manage data entry and assist the Executive Director in the coordination, training, management, and technical needs of data management systems.
Rentals Program Management Oversee the coordination and execution of the venue rental program.
This includes handling all event rental inquiries, meeting with potential customers, booking events, staffing events, supervising event setup and cleanup activities, working with vendors, creating operating systems, making recommendations for pricing structures, providing customer service, making certain established policies and procedures related to rentals are followed, and making recommendations for revised policies and procedures.
Responsible for assisting in the cultivating of new and existing partnerships with community organizations and arts groups to establish programming and entertainment options at Bluestem Center for the Arts.
Responsible for coordinating and overseeing the details of all community events that occur at Bluestem Center for the Arts, including concerts, festivals, arts shows, etc.
Responsible for coordinating all details related to private events, including handling all rental inquiries, meetings with potential customers, booking events, overseeing all of the details of the event setup, collecting payments, staffing all private rentals, thanking clients, etc.
Performs other duties as assigned by the Executive Director.
Background Confidentiality - The position requires a working knowledge of financial aspects of Trollwod, as well as sensitive and confidential employee, student and donor information.
Mental Application - The position requires excellent problem solving skills and analytical skills, flexibility, creative thinking, and anticipation of circumstances in order to meet responsibilities.
Contacts / Internal and Public - Internal contact with the staff of Trollwod departments.
External contacts include Fargo Public School contacts, sponsors, vendors, and volunteers.
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required Education and/or Experience: Bachelor’s degree in business, arts management, venue management, or a related field.
Knowledge of non-profit arts or theater organizations.
Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Must demonstrate strong writing skills.
Ability to communicate effectively with a variety of different groups of people.
Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to handle visual analysis and complete visual creation assignments as related to essential job functions listed above, to effectively represent Trollwood.
Why Fargo, North Dakota? Abundant housing with neighborhoods to fit every lifestyle, visit Live Fargo Fargo ranked 10th best city for New Grads Find out why Fargo is North of Normal Application Procedures All applications for open Fargo Public Schools positions must be made via www.
applitrack.
com/fargo/onlineapp.
Paper submissions will not be accepted.
Application materials must clearly explain how experience and education are related to the minimum qualifications and job duties.
Applicants for administrative, teaching, professional and other certified staff positions will need to attach: 1) Cover Letter 2) Resume/CV 3) Three (3) Letters of Reference 4) Complete transcripts for each degree from the institutions conferring the degrees.
In addition, Teacher Applicants will need to attach: Current teaching license.
Job postings will be closed for applications at 8:00 AM Central Standard Time (CST) on the closing date listed in the posting.
Applicants who are residents of ND and eligible to claim veteran's preference must upload a Form DD214.
Claims for disabled veteran's preference must include a current statement of disabled status from the Veterans Affairs Office.
For more information or questions please call 701-446-1000 or email humanresources@fargo.
k12.
nd.
us.
The Fargo Public School District is committed to maintaining a learning and working environment free from discrimination and harassment in all employment and educational programs, activities, and facilities.
The District prohibits discrimination and harassment based on an individual’s race, color, religion, sex, gender identity, national origin, ancestry, disability, age, or other status protected by law.
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