Operations Manager

Pasadena Chorale | www.pasadenachorale.org

Role: Operations Manager

Schedule: Part-time 20–25 hours/week

• Approximately 7–10 onsite hours per week during rehearsal periods (Monday and Tuesday evenings, sometimes Sunday and Wednesday evenings)

• Up to 10 additional onsite hours during concert weeks (Monday, Tuesday, Wednesday evenings)

• Up to 7 additional onsite hours for retreats (Saturday daylong)

Reports to: Director of Operations and Artistic & Executive Director

Location: Pasadena, CA (hybrid: onsite remote)

ABOUT THE PASADENA CHORALE

The mission of the Pasadena Chorale is to create choral music that educates, uplifts and inspires as many people as possible.

Pasadena Chorale is an artistically ambitious nonprofit choral organization committed to high-quality classical music, providing meaningful music education for young musicians, and cultivating an inclusive community through choral singing. Our programming includes:

• Pasadena Chorale (80-voice flagship ensemble)

• Choral Society (45-voice community choir)

• Chamber Singers (20-voice select ensemble)

• High Notes (treble choir, grades 6-11)

• Listening to the Future (high school student composer program)

The Operations Manager supports all ensemble activities and organizational operations.

ROLE OVERVIEW

The Operations Manager oversees the administrative, financial, and logistical systems that enable Pasadena Chorale’s artistic and educational work to thrive. This role requires a consistent onsite presence at rehearsals, concerts, retreats, and select events, as well as strong remote administrative coordination.

The Operations Manager works closely with the Director of Operations and Artistic & Executive Director through weekly meetings to plan, prioritize, and problem-solve across the organization. This position is ideal for a highly organized, tech-savvy professional who enjoys working with artists, volunteers, young musicians, and community partners in a collaborative, mission-driven environment.

This role is designed for someone who is interested in building a long-term relationship with the Pasadena Chorale. We are seeking a team member who wants to grow with the organization and contribute to its evolution over multiple seasons.

KEY RESPONSIBILITIES

Onsite Operations

• Serve as the primary operations lead at rehearsals, concerts, retreats, and events across all programs

• Oversee room setup, attendance tracking, music and material distribution, and onsite logistics

• Coordinate vendors and address real-time needs to ensure smooth production flow

Financial & Administrative Operations

• Work in close coordination with the Treasurer to support financial oversight, reporting, and best practices in nonprofit financial management

• Process payroll and contractor payments using Gusto

• Track expenses, invoices, reimbursements, and financial documentation

• Support budget development, monitoring, and month-to-month reporting

• Manage and track singers’ dues using Givebutter and internal systems

• Prepare post-concert financial and donation summaries

Human Resources & Hiring

• Assist with hiring, onboarding, and off-boarding of staff and contractors

• Maintain contracts, HR documentation, and compliance records

Vendor & Partner Management

• Coordinate with venues, rental companies, printers, videographers, and service providers

• Secure quotes, confirm schedules, and manage timelines

• Supervise the Front of House Manager and concert-day volunteers

Program & Schedule Management

• Maintain a master calendar for rehearsals, concerts, retreats, and events

• Coordinate venue bookings and scheduling across all ensembles

• Support distribution of music, rosters, and program materials

Internal Communications

• Serve as a central communications hub for singers and volunteers

• Send weekly rehearsal reminders, schedule updates, venue information, and expectations

• Maintain rosters, attendance records, and membership lists using Chorus Connection

Volunteer Coordination

• Coordinate and support internal volunteer teams to ensure seamless operations

• Develop systems for volunteer scheduling, communication, and onsite coordination

• Foster a positive, organized, and inclusive volunteer experience

Volunteer teams may include:

• Section Leaders

• Hospitality & Snack Team

• Lighting and Technical Support Crew

• Fundraising and Event Support Teams

Cross-Department Collaboration

• Meet weekly with the Director of Operations and Artistic & Executive Director to align on priorities and planning

• Collaborate with Marketing, Development, and Production partners as needed

REQUIRED SKILLS & TECHNOLOGY

Candidates should be comfortable with—or able to learn—the following tools:

• Gusto (payroll)

• Givebutter (donations and dues tracking)

• Google Workspace (Drive, Docs, Sheets, Forms, Calendar)

• Slack (internal communication)

• Asana (task and project management)

• Chorus Connection (ensemble management)

Experience with arts organizations, event logistics, or nonprofit operations is strongly preferred.

QUALIFICATIONS

• 1-3 years of operations, administrative, or nonprofit experience or education

• Event or production management experience a plus

• Strong organizational, communication, and problem-solving skills

• Ability to manage multiple priorities across several programs

• Availability to attend weekly rehearsals and all concerts

• Warm, people-centered approach to support a multigenerational artistic community

GROWTH & ADVANCEMENT

Pasadena Chorale is a growing organization with expanding artistic, educational, and community programs. This position is intended to be a long-term role, with the opportunity for increased responsibility, scope, and leadership as the organization grows. We value continuity and investing in people who are committed to the Chorale’s mission.

COMPENSATION

• 20–25 hours/week

• $28–$38/hour, commensurate with experience

IMPORTANT

Please complete our online application at: https://docs.google.com/forms/d/e/1FAIpQLSd-2WhBEy9edSAHG4bCync-2iLgdlqj-scb4wmzUL_YWWGDpw/viewform