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.

Grant support for the Idaho Falls Symphony’s general operating expenses has been generously provided by the following organizations. To view sponsors of individual events, visit the event page for each event or our thank you page. We appreciate all of the support we receive!

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