Position Title: Operations Administrator
Job Type: Full-Time, Year-Round
Location: Ephraim, Door County WI
Organization: Now entering its 67th season, the Peninsula Music Festival is located along the beautiful shores of Wisconsin’s famed Door County. Hailed as a “tradition of distinction”, the Festival presents a nine concert summer season every August featuring performances by internationally renowned guest artists, and a 65-member Festival Orchestra comprised of musicians representing leading Symphony and Opera Orchestras from around the world including those of Montreal, Toronto, Dallas, Pittsburgh, Boston, Milwaukee, Omaha, St. Louis, Houston Grand Opera, The Dallas Opera and Lyric Opera of Chicago. The Festival’s expanded programming initiatives, produced throughout the year, include solo recitals, special concert events, and a month-long chamber music series in February featuring members of the Festival Orchestra, and special guest artists.
Position Overview: The Peninsula Music Festival seeks an exceptionally organized, creative, professional, business minded Operations Administrator with a passion for classical music and the performing arts. This position oversees artist services, box office and ticketing services (Theatre Manager), donor and database management (Theatre Manager), general bookkeeping, advertising and office management. The Operations Administrator is one of two full-time/year-round employees, and will join a team that includes the Executive Director, Social Media Manager, Orchestra Personnel Manager, Music Librarian, and Webmaster, along with an expanded seasonal staff that includes an Operations Coordinator, Production Stage Manager, Technical Director, Box Office Associate, and interns.
Responsibilities: The Operations Administrator is responsible for the following duties, as well as serving in any capacities deemed necessary by the Executive Director to ensure the success of the Festival, Series, Special Concert or Event.
Artist Services:
- Communicate arrival/departure details to guest artists, their management and PMFSC
- Arrange and book local accommodations for guest artists
- Coordinate guest artist airport/ground transportation w/PMFSC volunteer partners
- Process check requisitions for guest artist travel reimbursements, and fee payments
- Prepare guest artist and Orchestra Welcome Packets
- Maintain up to date housing list, and keep relationships current
- Process check requisitions for guest artist performance fees and reimbursements
- Arrange piano moving to/from performance venues, and schedule requisite tunings
- Arrange delivery of water bottles and coffee supplies to Auditorium
- Liaise with Orchestra to answer questions, and assist with August housing information
- Assist Orchestra members with ticket requests when they visit the Festival office
Box Office and Ticketing Services (Theatre Manager):
- Manage Box Office operations at PMF’s Offices of Administration, and Concert venues
- Set-up remote access to Theatre Manager from the Auditorium during August Festival
- Process subscription/single ticket and internet orders for the August Symphonic Festival, - February Chamber Music Festival and other concerts and special events
- Process all money, including daily deposits, and cash box balancing
- Act as PMF’s liaison with the Auditorium Box Office staff
- Generate Box Office reports from Theatre Manager as requested
- Supervise seasonal Box Office Associate
- Facilitate Box Office roll-over into new fiscal year w/external partners at TM
- Order ticket stock and necessary ticketing supplies as necessary
- Create, print and deliver pre-concert talk reservation lists to PMFSC representative at Auditorium on nights when PCT’s are scheduled
Donor and Database Management (Theatre Manager):
- Process all Concert Sponsorships, Annual, Endowment and Memorial fund donations
- Generate and mail donor tax receipt letters
- Track Endowment pledges, and send payment reminders when necessary
-Maintain mailing list and database records in Theatre Manager
Bookkeeping:
- Create reports, and e-deliver daily EOD reports, month-end reports etc. to Accountant
- Manage accounts payable, accounts receivable, and check requisitions
- Resolve account discrepancies
- Maintain historical financial records
- Assist with annual Fall audit
Advertising:
- Manage inside ad sales for the annual Program Book
- Process all ad payments through Theatre Manager
- Assist with set-up of the program book as requested
- Fulfill requests from external organizations seeking ticket donations for fundraising events
- Produce programs for February Chamber Music series
Office Management:
- Assist with managing the needs of patrons, board members, musicians and volunteers who visit the Festival’s Offices of Administration
- Collect ACH forms from Orchestra members
- Pick-up mail from Post Office daily, and process/distribute as necessary
- Coordinate meetings calendar with Executive Director and Board committees
- Maintain RSVP list for all meetings
- Assist with the preparation of meeting materials as requested
- Assist with meeting set-up and cleanup as necessary
- Maintain, update and distribute office forms and letters
- Send program books to BMI/ASCAP as requested
- Manage PMFSC volunteer assistance when necessary
- Process PMFSC memberships and donations in Theatre Manager
- Manage Festival mailings
- Attend PMF Board of Directors meetings
- Manage interns as required
- Order office and cleaning supplies when necessary
Reporting Structure: The Operations Administrator reports to the Executive Director, and manages a seasonal Box Office Associate, and interns as required.
FLSA Status: Full-time, Exempt
Compensation: Salary, including a benefits package, is competitive and commensurate with qualifications and experience.
Qualifications:
- At least a Bachelor’s degree in a relevant discipline
- Must thrive working independently and collaboratively
- Developed skill sets including mastery of project planning and management, time and resource management, problem solving, attention to detail, and sound decision making
- Ability to work respectfully with varying age groups across all levels of the Organization
- Outstanding verbal and written communication skills
- Proficiency in MS Office
- A comfortable understanding of database management, and IT/computers
- Exposure to Orchestral Operations a plus
- Basic web skills
To Apply: Submit a cover letter, resume and three professional references to the attention of Christoph Ptack, Executive Director. Include Operations Administrator in the subject line, and email all materials in PDF format to jobsatpmf@gmail.com. Please, no phone calls.
The Peninsula Music Festival is an Equal Opportunity Employer .