Vice President of Operations & Finance

Job Description

Job Description

Position Summary

The Vice President of Operations & Finance serves as a key member of the executive leadership team and is responsible for the financial, operational, administrative, facilities, patron services, and risk management functions of the organization. Reporting directly to the Chief Executive Officer, this position provides strategic leadership and oversight of budgeting, financial planning, cash flow management, facilities operations, human resources administration, information technology, box office operations, front-of-house operations, concessions operations, compliance, and organizational systems.

The Vice President of Operations & Finance works collaboratively with staff, board committees, vendors, government agencies, and community partners to ensure the organization's long-term financial sustainability, operational effectiveness, exceptional patron experience, and stewardship of organizational assets.

What Success Looks Like in the First Year

By the end of the first year, the Vice President of Operations & Finance will have:

Financial Leadership

• Developed a strong understanding of the organization's financial structure, revenue streams, and operational priorities.
• Produced accurate and timely financial reporting that supports strategic decision-making by staff and board leadership.
• Maintained healthy cash flow and financial controls while supporting organizational growth and artistic programming.
• Successfully led the annual budgeting process and improved forecasting accuracy.

Operational Excellence

• Built strong working relationships with staff, board members, artists, contractors, vendors, and community partners.
• Identified opportunities to streamline processes and improve organizational efficiency.
• Implemented operational improvements that increase accountability, communication, and effectiveness across departments.
• Developed and strengthened department leaders through coaching, mentorship, and performance management.

Facilities & Risk Management

• Established a comprehensive understanding of facility operations, deferred maintenance needs, and capital project priorities.
• Successfully managed ongoing facility improvements, maintenance projects, and vendor relationships.
• Strengthened risk management, safety, and compliance practices across the organization.

Audience Experience & Revenue Operations

• Built strong working relationships with Box Office, Front of House, and Concessions staff and volunteers.
• Strengthened operational procedures and internal controls related to ticketing, cash handling, concessions, and patron services.
• Improved collaboration between Operations, Marketing, Development, Production, and Patron Services teams.
• Enhanced the overall patron experience through service improvements, staff development, and operational excellence.
• Identified opportunities to increase earned revenue through ticketing, concessions, memberships, and audience engagement strategies.
• Established performance metrics and reporting tools that support data-informed decision making regarding audience experience and revenue generation.

Leadership & Culture

• Become a trusted member of the executive leadership team and a strategic thought partner to the Chief Executive Officer.
• Fostered a culture of collaboration, accountability, transparency, and service.
• Demonstrated a commitment to the organization's mission, values, and artistic vision.
• Built credibility with patrons, donors, artists, staff, board members, and community stakeholders.

Organizational Impact

• Positioned the organization for long-term sustainability through strong financial stewardship and operational leadership.
• Balanced strategic thinking with hands-on execution in support of the organization's artistic and community goals.
• Served as a visible ambassador for the organization and the performing arts within the community.

Essential Duties and Responsibilities

Financial Leadership

• Develop and oversee the organization's annual operating and capital budgets.
• Prepare financial forecasts, cash flow projections, and long-range financial plans.
• Monitor organizational financial performance and provide recommendations to executive leadership.
• Prepare financial reports and presentations for executive leadership, board committees, and the Board of Directors.
• Manage banking relationships, cash management strategies, investments, and financing arrangements.
• Coordinate annual audits, Form 990 preparation, and other financial compliance requirements.
• Oversee grant budgeting, restricted fund tracking, and financial reporting requirements.
• Establish and maintain internal controls and financial policies.
• Monitor organizational insurance coverage and risk management programs.

Operations & Administration

• Provide strategic leadership for organizational operations and administrative functions.
• Develop and implement systems, policies, and procedures that improve organizational efficiency.
• Negotiate, review, and administer contracts and vendor agreements.
• Oversee procurement and purchasing activities.
• Ensure compliance with federal, state, and local regulations.
• Lead cross-functional initiatives that support organizational goals.
• Support executive leadership in strategic planning and organizational development efforts.

Patron Services, Box Office, Front of House & Concessions

• Provide strategic leadership and oversight for Box Office, Front of House, and Concessions operations.
• Ensure exceptional customer service and audience experience across all performances, educational programs, special events, and organizational activities.
• Oversee ticketing operations, patron services systems, and related financial controls.
• Monitor ticket sales trends and collaborate with Marketing, Development, and Artistic leadership to support earned revenue goals and audience growth.
• Develop and maintain policies, procedures, and service standards related to patron experience and audience engagement.
• Oversee Front of House staffing, volunteer management, audience services, and event operations.
• Ensure compliance with cash handling, inventory management, deposit procedures, and internal control practices.
• Oversee concessions operations, including inventory controls, pricing strategies, vendor relationships, purchasing, and profitability analysis.
• Analyze patron feedback, attendance trends, and audience experience metrics to identify opportunities for improvement.
• Champion accessibility, inclusion, and customer service initiatives that create a welcoming environment for all patrons.
• Collaborate with Marketing and Development teams to strengthen patron retention, loyalty, membership, and donor engagement.

Facilities & Capital Projects

• Oversee maintenance, repair, and operation of all facilities and physical assets.
• Manage relationships with contractors, consultants, engineers, and government agencies.
• Develop and administer facilities operating and capital improvement budgets.
• Lead facility improvement projects, renovations, and capital campaigns related to infrastructure.
• Ensure compliance with safety regulations, building codes, and occupancy requirements.
• Coordinate facility risk assessments and emergency preparedness planning.
• Oversee preventative maintenance programs and asset management initiatives.

Human Resources Administration

• Support recruitment, hiring, onboarding, and retention efforts.
• Assist with employee relations matters and performance management processes.
• Coordinate personnel documentation and employment records.
• Support compensation and benefits administration.
• Oversee workers' compensation claims and return-to-work processes.
• Ensure compliance with employment laws and organizational policies.
• Partner with external HR consultants and legal counsel as needed.

Information Technology & Systems Management

• Oversee organizational technology infrastructure and vendor relationships.
• Coordinate implementation and maintenance of financial, payroll, ticketing, and administrative systems.
• Evaluate technology solutions that improve operational effectiveness.
• Support cybersecurity, data management, and business continuity initiatives.

Board & Executive Leadership

• Serve as a member of the executive leadership team.
• Attend and support Board of Directors and committee meetings as assigned.
• Prepare reports, analyses, and recommendations for leadership and governance bodies.
• Support strategic decision-making through financial and operational analysis.
• Represent the organization with community partners, government agencies, and external stakeholders.

Qualifications

Required Education and Experience

• Bachelor's degree in Business Administration, Finance, Accounting, Nonprofit Management, Public Administration, or a related field.
• Eight to ten years of progressively responsible leadership experience in finance, operations, administration, nonprofit management, hospitality management, patron services, or a related field.
• Experience managing organizational budgets, financial reporting, and cash flow.
• Experience supervising staff and managing cross-functional teams.
• Demonstrated success developing operational systems and organizational processes.

Preferred Qualifications

• Master's degree in Business Administration, Accounting, Public Administration, Arts Administration, or a related field.
• Certified Public Accountant (CPA), SHRM certification, or other relevant professional credential.
• Experience in nonprofit arts and culture organizations.
• Experience managing facilities, capital projects, or construction initiatives.
• Experience working with nonprofit boards and board committees.
• Experience overseeing patron services, ticketing, front of house operations, concessions, audience engagement, or other customer-facing functions within a performing arts, cultural, hospitality, or nonprofit organization.
• Deep love and understanding of theatre with the ability to authentically represent the art form and connect with theatre audiences across demographics.

Knowledge, Skills, and Abilities

• Strong financial management and analytical skills.
• Excellent organizational and project management abilities.
• Knowledge of nonprofit accounting principles and regulations.
• Knowledge of employment practices and human resources administration.
• Knowledge of patron services, audience engagement, and customer service best practices.
• Ability to manage multiple priorities and complex projects simultaneously.
• Strong interpersonal, communication, and leadership skills.
• Ability to exercise sound judgment and maintain confidentiality.
• Proficiency with financial management software, spreadsheets, ticketing systems, and organizational technology platforms.

Work Schedule & Location

This position is based in San Antonio and will require in-person attendance, as well as some night and weekend duties onsite. Because theatre operations occur outside of traditional business hours, the Vice President of Operations & Finance is expected to attend performances, special events, donor functions, board meetings, community engagements, and other organizational activities as needed.

Compensation

Salary: $75,000 annually

The San Pedro Playhouse offers a comprehensive benefits package that may include health insurance, retirement benefits, paid time off, professional development opportunities, and complimentary tickets to productions.

Physical Requirements

• Ability to work in office, theatre, and event environments.
• Ability to occasionally lift and move items weighing up to 25 pounds.
• Ability to travel locally as needed.

Classification

• Exempt, Full-Time
• Executive Leadership Team
• Reports to: Chief Executive Officer
• Supervises: Box Office, Front of House, Concessions, Facilities, Administrative, Finance, and other assigned Operations staff and volunteers