Operations Manager, Conservatory & Education

Job Description

Job Description

Position Title: Operations Manager, Conservatory & Education

Department: Conservatory & Education  

Reports to: Vice President,  Conservatory & Education  

FLSA Designation: Full Time, Exempt

Supervises: Front Desk Associates

POSITION PURPOSE: 

This position manages the day-to-day operations of the Conservatory and Education department of the Hanover Theatre. Responsibilities include coordinating logistics for student matinees, event calendars, space bookings, technology needs, engagement activities, and social events. The position also serves as a primary point of communication for Conservatory students regarding auditions, shows, evaluations, and community events. In addition, this role supports the Registrar during peak periods and collaborates on building and maintaining class spreadsheets.

ESSENTIAL FUNCTIONS:

The following list of essential job functions is not exhaustive and may be supplemented as necessary.

General

1. Organize receipts and proof-of-purchase documents for the department's credit card each month; submit payment requests as needed.

1. Collaborate with HR to facilitate contracts and other hiring paperwork (CORIs, W9, ACH etc) for independent contractors, including directors, dancers, actors, designers, interns, and musicians. 

1. Process payment requests (including reimbursements) for contractors and follow up on any missing or incorrect payments.

1. Support hiring of part-time faculty, including posting job descriptions on HireCulture and via ADP. 

1. Collaborate with colleagues on the execution of school and summer programming needs.

1. Collaborate with the Marketing & Communications Department to build and publish all tuition based classes and programs in AudienceView and on the website.

1. Oversee and verify the input of the annual report data into file. Assist with preparation of annual report statistics as needed. 

1. Publish content for Conservatory & Education in the CEO weekly update. 

1. Submit conservatory & education web updates through online Communication request form. 

1. Perform other duties as assigned.

1. Adhere to the organization’s values at all times and in all interactions with staff, volunteers and members of the public.

1. Fully comply with the organization’s rules and regulations for the safe and efficient operation of all spaces. 

Student Matinees

1. Monitor the Google database with student matinee ticket requests and create orders in AV for shows. 

1. Facilitate communication with ticket buyers to ensure timely payment. Follow up on orders that are unapid and cancel when appropriate. 

1. Coordinate show day student matinee logistics, including seat charts, bus maps, and special seating arrangements. 

1. Manage front-of-house operations on performance days, including Q&A sessions and student arrival/dismissal.

1. Track student matinee sales and work with the Registrar to book groups and collect payments.

1. Report on sales and recommend strategies to achieve annual goals.

Conservatory

1. Oversee the maintenance of Conservatory facilities in coordination with front desk staff and the Facilities team; manage vendor relationships related to technology and building needs. (examples: Building keycard access (thru Jake), building cleanliness (Jake), ProAV (studio sound), piano maintenance, Wooden Kiwi (flooring), Machado (wifi))

1. Maintain Conservatory calendars, including class schedules, cancellations, make-ups, and bookings in Prism, ensuring accuracy across public and internal platforms. Attend weekly Operations meeting to answer questions regarding Conservatory calendars. 

1. Coordinate the ordering and distribution of conservatory merchandise, including gray jackets, drawstring backpacks and water bottles. Vendor – 4Imprint 

1. Support Conservatory productions by managing applications for performance rights and royalty contracts.

1. Coordinate student logistics for various student performances (Conservatory’s Got Talent, Student Choreo & Variations, Spring Reflection). Logistics include, email instructions to students/families, piece information, collecting music, facilities needs, FOH needs/staffing, technical needs. 

1. Facilitate student communications related to classes, events, auditions, and important announcements.

1. Coordinate engagement experiences for touring and in-house shows, such as master classes, Q&A sessions, and workshops; manage related paperwork and payments.

1. Schedule and supervise front desk associates for classes, rehearsals, and events.

1. Maintain an alumni database and support the development of an alumni network.

1. Coordinate with the Registrar on conservatory registration phone call campaigns. 

1. Plan and execute Conservatory social events.

1. Collaborate with the Registrar to build and deliver class spreadsheets

1. Create and manage various online forms in both Google Forms and Submittable. (Downtown Dance registration, scholarship forms, Student Choreo & Variations participation, etc)

1. Lead with the student evaluation spreadsheet in the fall and spring, as well as the creation of the individual evaluations. 

SKILLS AND SPECIFICATIONS:

The employee must possess the following knowledge, skills and abilities and be able to demonstrate that they can perform the above responsibilities and essential functions to a high level of competency, with or without reasonable accommodation.

• Ability to work Monday through Friday, 9:00 a.m.–6:00 p.m., with occasional evening and weekend hours.
• Strong organizational, time management, listening, and communication skills.
• High proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Google Workspace; willingness to learn Eventbooking, Submittable, and AudienceView.
  • Word: Proficient in editing, layout, and mail merge features.
  • Excel: Skilled in handling large datasets and using tables and formulas.
  • Outlook: Experienced in managing calendars, email categorization, contact lists, and mail merges.
  • PowerPoint: Able to create professional presentations with embedded multimedia.
  • Google Workspace: Proficient in using Drive, Forms, and file sharing.

• Strong interpersonal skills and professional demeanor.
• Ability to manage multiple projects with attention to detail in a fast-paced environment.
• High level of accuracy and discretion.
• Ability to interact with internal and external stakeholders with patience, tact, and diplomacy.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without reasonable accommodation.

• Ability to move throughout the theatre and office environment and perform essential functions for extended periods.
• Ability to lift and carry up to 20 pounds.
• Comfort working at a computer for extended periods with sustained visual focus.

EDUCATION AND QUALIFICATIONS:

• Bachelor’s degree or equivalent professional experience required.
• Minimum of three years of administrative experience in an office setting.
• Supervisory experience preferred.
• Experience working with youth.