Operations Manager

About the Barn Theatre

The Barn Theatre is a nonprofit community theatre dedicated to bringing live theatre, entertainment, and community experiences to the Willmar area. We are seeking an organized, community-minded Operations Manager to oversee the day-to-day operations of the theatre and serve as a primary public representative of the organization.

This is a hands-on leadership position that touches nearly every aspect of the theatre—from productions and volunteers to finances, facilities, marketing, rentals, and community relationships.

Position Summary

The Operations Manager is responsible for the overall operational management of the Barn Theatre and works closely with the Board of Directors, Production Coordinator, committees, volunteers, vendors, and community partners.

The ideal candidate is a strong communicator who can work independently, keep multiple priorities moving, build positive relationships, and bring organization and consistency to a busy nonprofit environment.

Key Responsibilities

Theatre Operations & Productions

• Provide organizational and supervisory support for theatrical productions.
• Work with the Production Coordinator and production teams throughout the entire production process, from season planning and script selection through performances and strike.
• Help ensure productions remain on schedule and address operational issues or disruptions as they arise.
• Review and process production-related contracts, royalties, and payments.
• Work collaboratively with the Production Coordinator to resolve production challenges.

Volunteer Coordination

• Maintain accurate volunteer records and participation information.
• Recruit, develop, and promote volunteer opportunities throughout the organization.
• Maintain an up-to-date volunteer contact list and records of volunteer interests and skills.
• Develop and maintain descriptions for volunteer positions.
• Coordinate volunteer orientation and training.
• Help identify opportunities to best utilize individual volunteers’ skills and interests.
• Coordinate volunteer staffing for performances and events, including:
• Ushers
• Concessions
• Box Office
• House Management
• Greeters
• Other positions as needed

Concessions & Performance Support

• Maintain appropriate inventory levels for concession supplies and beverages.
• Coordinate with volunteers to ensure concessions and other performance services are adequately staffed.
• Assist with performance-night operations as needed.

Administrative & Human Resources

• Help implement and maintain organizational policies and procedures in coordination with the appropriate Board committees.
• Maintain accurate organizational records and files.
• Ensure contracts, waivers, conduct forms, and other organizational documents are kept current.
• Supervise and support the Production Coordinator.
• Coordinate staff schedules with the Production Coordinator.
• Review and approve staff timecards and expense reports.
• Maintain office equipment and coordinate service or repairs as needed.
• Maintain an organizational database of stakeholders, including volunteers, donors, patrons, and other community contacts.
• Arrange and oversee cleaning, maintenance, and other facility services.
• Oversee theatre rentals to outside organizations and individuals.
• Oversee costume rentals.
• Respond to organizational phone calls, email, and mail.
• Assist with ticket sales and ticket preparation as needed.
• Cross-train with the Production Coordinator to ensure continuity of essential office and ticketing functions.

Marketing & Community Engagement

• Work with the Marketing Committee to develop and implement marketing strategies for productions and theatre activities.
• Support efforts to increase ticket sales, donations, volunteer participation, and community engagement.
• Coordinate and approve advertising materials and related expenses.
• Serve as a professional and welcoming public representative of the Barn Theatre.

Financial Administration

• Assist with annual and ongoing budget planning.
• Work with the Treasurer and Finance Committee to oversee day-to-day financial activities.
• Review invoices for accuracy and validity and communicate with vendors as needed.
• Prepare production budgets and monitor production-related expenses.
• Prepare and deliver deposits to the bank.
• Maintain accurate records of financial transactions and prepare deposit summaries.
• Assist with monthly bank reconciliation and maintenance of related financial records.
• Assist with preparation and adjustments to the annual organizational budget.
• Assist with preparation for the organization’s annual audit.
• Work with the Board of Directors to secure production underwriters and sponsorships.

Board & Committee Support

• Prepare a monthly Operations Manager report for the Board of Directors.
• Attend regular Board of Directors meetings as a non-voting member.
• Participate as appropriate in Board committees, including:
• Executive Committee
• Finance Committee
• Policy Committee
• Facilities/Building Committee
• Event Planning/Fundraising Committee
• CIC Committee
• Other committees as appropriate
• Provide information and reports requested by the Board of Directors.
• Communicate regularly with the Board regarding theatre operations, staffing, productions, finances, facilities, and other organizational needs.

Qualifications

Required:

• At least 2 years of office management or supervisory experience.
• Strong written and verbal communication skills.
• Ability to work independently, prioritize competing responsibilities, and meet deadlines.
• Strong organizational and problem-solving skills.
• Proficiency with common office and administrative software.
• Ability to work collaboratively with staff, volunteers, Board members, vendors, performers, and members of the public.

Preferred:

• Associate degree (AA/AS) or higher in business, arts administration, theatre, nonprofit management, or a related field.
• Previous experience working in a nonprofit organization.
• Experience with community theatre, performing arts, event management, volunteer coordination, or fundraising.
• Experience with budgeting, financial administration, or organizational operations.

What We’re Looking For

The Barn Theatre is looking for someone who can balance people, projects, and practical day-to-day operations.

This position requires someone who is comfortable switching between long-term planning and immediate problem-solving. One day may involve working with volunteers and production staff; another may involve reviewing invoices, coordinating a facility issue, preparing a Board report, or helping promote an upcoming production.

The successful candidate will be:

• Organized and dependable
• Comfortable taking initiative
• A strong communicator
• Collaborative and approachable
• Comfortable working with volunteers and community members
• Able to manage multiple priorities
• Solutions-oriented and adaptable
• Passionate about supporting community arts and live theatre

Schedule

This position primarily operates during regular business hours but requires flexibility for occasional evenings, weekends, performances, events, and other theatre activities.

Pay: $41,600.00 - $52,000.00 per year

Work Location: In person

Salary : $41,600 - $52,000