Office Manager

JOB SUMMARY: The Office Manager is responsible for managing the IFS office; serving as the first point of contact for patrons and providing excellent customer service; providing administrative support to the Executive Director; scheduling, supervising, and training volunteers; and managing Front of House operations at concerts and fundraising events.

COMPENSATION & HOURS: Part-time hourly, $12-14 an hour for approximately 30 hours per week. Office hours are Monday-Friday, 11:00am-4:00pm. Occasional meetings and concert needs require some evening and weekend availability, and will be scheduled well in advance. Anticipated start date is early June 2019.

REQUIREMENTS:

  • Must be able to work in the state of Idaho and have reliable transportation to and from the office and events in Idaho Falls.

  • Must have a valid Idaho driver’s license.

  • Must have at least a high school diploma; Bachelor’s degree preferred but not mandatory.

  • Knowledge of and/or passion for orchestral music, or willingness to learn about orchestral music is necessary.

  • Experiencing managing volunteers or supervising employees/students preferred.

  • Experience in an office environment preferred.

  • Experience in a box office or concert venue preferred.

  • Experience with non-profit organizations preferred.

TO APPLY: Please send your resume and a brief cover letter clearly addressing the requirements listed above to search@ifsymphony.org. (PDF, Word document, or Google Docs only.) Only email submissions that contain at least a cover letter and resume will be considered. Inquiries may be sent to search@ifsymphony.org. The application deadline is May 17, 2019. Interview decisions will be made during the following week. Anticipated start date is early June 2019.

JOB DUTIES:

Office Management:

  • Manage and monitor day-to-day operations of the Idaho Falls Symphony office.

  • Assure that office is welcoming and clean, and staffed during business hours (11am-4pm).

  • Manage procurement of supplies, licenses, equipment and services for operational purposes.

  • Maintain inventory of property and supplies.

  • Procure and distribute monthly parking passes for all staff through the Idaho Falls Downtown Development office.

Ticket Sales & Customer Service:

  • Serve as the first and main point of contact for walk-in and phone inquiries during business hours.

  • Answer questions about the venue, concert repertoire (can be provided), and provide assistance for patrons who may be in the wrong location.

  • Utilize PatronManager/SalesForce to sell tickets to patrons in person, over the phone, via email, etc.

    • Includes processing of payments received in cash, check, or credit card.

    • Training on our chosen ticketing software will be provided.

  • Utilize PatronManager to receive donations and process them correctly with high attention to detail and confidentiality.

  • Provide reporting of patron transactions as requested by the Executive Director or Board of Directors.

Administrative Support:

  • Create board and committee packets as applicable. Serve as the key point of assistance if board members require reports/additional documentation.

  • Attend committee meetings as assigned.

  • Assist with scheduling of meetings and use of the office conference room.

  • Process mailings, including generating letters and mailing labels. Volunteers/board members may be recruited to assist with assembly of mailings. Deliver mailings to the post office and assure that postal rules have been followed.

Volunteer Coordination:

  • Recruit, retain, and train volunteers and ushers for concerts/events, and to help with office projects.

  • Schedule volunteers and ushers for each concert/event.

  • Plan and facilitate annual volunteer recognition and season kick-off meeting.

Front of House Management:

  • Participate in tech meetings to assure communication of Front of House needs with Operations Manager and venue staff.

  • Recruit and oversee volunteers and ushers for all Symphony concerts and events.

    • Transport materials from the office to performance venues.

    • Put up signage, decorations (when applicable) and assure that ushers are properly positioned so as to help patrons.

    • Assure that Will Call and Ticket Sales Booth are both properly staffed and able to function as efficiently as possible.

Fundraising Gala:

  • Maintain auction software and input information as it is received from donors and attendees.

  • Attend all Gala Committee meetings to assure collection of information is accurate and timely.

  • Attend Gala set-up and tear-down to oversee and assist the Gala Committee as needed.

  • Organize check-in/check-out table, collect money, and provide receipts.

  • Organize and supervise volunteers.

TO APPLY: Please send your resume and a brief cover letter clearly addressing the requirements listed above to search@ifsymphony.org. (PDF, Word document, or Google Docs only.) Only email submissions that contain at least a cover letter and resume will be considered. Inquiries may be sent to search@ifsymphony.org. The application deadline is May 17, 2019. Interview decisions will be made during the following week. Anticipated start date is early June 2019.