What are the responsibilities and job description for the Operations Manager position at Portland Symphonic Choir?
Organization: Portland Symphonic Choir
Location: Portland, Oregon
Part-time, 15-20 hours per week
The Portland Symphonic Choir, one of the region’s premier choral ensembles, has been enriching the Pacific Northwest with exceptional performances of choral-orchestral masterworks and contemporary compositions for over 80 years. We are seeking a part-time Operations Manager to support the smooth day-to-day functioning of the organization and help advance our mission of performing choral masterworks with excellence and passion, while engaging, educating, and inspiring its members and the community.
The Operations Manager reports to the Board of Directors and is central to ensuring the Portland Symphonic Choir operates with efficiency and excellence. Overseeing communications, scheduling, supporting artistic leadership, and serving as board liaison, this role bridges the connection between artistic leadership, the board, singers, and the community. The ideal candidate brings strong organizational, problem-solving, and communication skills and is ready to strengthen the operational foundation that supports PSC’s artistic and institutional growth.
Responsibilities
● Communications & Engagement
○ Communicate logistics for concerts and events, including ticketing and scheduling for musicians.
○ Maintain accurate databases for membership, alumni, and donors.
○ Write content to promote and provide information about choir concerts, programs, and initiatives.
○ Manage social media accounts and online engagement, including campaigns and community outreach, to expand visibility and audience connection.
● Finance & Compliance
○ Serves as program manager for the grants process, including managing due dates, submission materials, and providing support for application writing.
○ Monitor revenue and expenses across the fiscal year, manage payroll and business expenses, and reconcile bank statements to ensure accuracy and accountability. ○ Maintain donation and grant records, including donor information, to support sustainable fundraising and stewardship.
○ Produce financial reports and partner with the CPA on tax preparation, ensuring compliance with nonprofit and regulatory standards.
● Operations
○ Oversee logistics for concerts and events, including ticketing, refreshments, design and build concert programs, and venue rentals, to ensure seamless execution.
○ Act as the liaison to partner organizations to oversee all non-artistic details
○ Manage all volunteers and delegate operations tasks as needed.
○ Manage administrative functions, including meeting agendas, policies, handbooks, and scheduling of auditions and voice checks.
○ Manage rehearsal and library spaces.
● Board Support
○ Support the Board of Directors by preparing appeal letters, contracts, coordinating materials, and facilitating effective communication across leadership and stakeholders.
Skills
● Strong organizational and project management abilities, with proven success in balancing multiple priorities in a fast-paced environment.
● Excellent written and verbal communication skills, with the ability to engage clearly and professionally across diverse stakeholders.
● Demonstrated financial management skills, including budget tracking, reporting, and compliance. ● Collaborative mindset with the ability to partner effectively with artistic leadership, board members, staff, and volunteers.
● Resourceful, self-directed problem solver with the judgment to identify challenges and implement solutions proactively.
● Proficiency with productivity and communication tools - Google Suite, Mailchimp, Squarespace, Canva, plus additional programs as needed.
Minimum Education/Qualifications
● Bachelor’s degree or equivalent combination of training and professional experience. ● Minimum of 3 years of experience in a comparable operations, administration, or management role.
● Some musical training and/or knowledge of the choral art form required; strong appreciation for the performing arts is highly valued.
Schedule/Job Location
● Approximately 15-20 hours/week will flex for seasonality.
● Some evening and weekend hours are required during rehearsals and production periods, as well as occasionally throughout the year for special events.
- ● Most work can be done from home, except for on-site services such as rehearsals, auditions, and other events.