What are the responsibilities and job description for the Operations Manager position at Wood River Rep?
Wood River Rep is looking for an organized, systems-minded Operations Manager to oversee the administrative and logistical infrastructure of the company. Reporting to the Executive & Artistic Director, this role manages a wide range of functions — finance, contracts, donor systems, artist logistics, and compliance — with established processes already in place. The job is about executing accurately across all of them. Theatre experience is not required; we'll train the right person. The ideal candidate is a collaborative team player with detail-oriented problem-solving skills and excellent communication abilities. The Operations Manager maintains warm and professional relationships with community partners, upholds confidentiality and manages processes with care.
Note: You do not need to be a creative or theatre-specific individual. We are looking for someone who understands and enjoys administrative, organizational, and operational systems. Non-profit operations management preferred but not required.
Position Details
- Supervisor: Reports to Executive Director/Artistic Director (ED/AD)
- Schedule: Part-time, 20-25 hours per week
- Location: Hailey, ID
- Start Date: As soon as possible
Key Responsibilities
Administration & Finance
● Process payroll for contractors and artists; manage deposits, invoices, and accounts receivable
● Generate contracts and manage onboarding (W-9, I-9, direct deposit)
● Handle tax filings, 1099s, and Equity dues
● Provide monthly financial reports (P&L, balance sheet) to ED/AD
Systems & Logistics Management
● Maintain main company email and phone
● Oversee office supply purchasing, insurance renewals, and subscriptions
● Maintain Season Passes, Ludus ticketing & Patron Ticketing/Concierge Support
● Manage scheduling documents and support the coordination of calendar-based workflows
Donor Relations & Development Support
● Maintain and update donor database (Bloomerang)
● Enter donations, generate tax letters, and track giving patterns
● Provide regular donor reports and assist in post-fundraising communications
● Support mailings and donor appreciation events
Company & Artist Support
● Coordinate housing and transportation logistics for out-of-town artists
● Serve as primary contact for Equity and non-Equity artists on contracts, travel, and compliance
● Maintain and manage artist housing inventory and vehicle scheduling and maintenance
● Track and report weekly box office numbers and close out reports to rights organizations
● Submit and manage Equity paperwork for productions
Organizational Support
● Attend Finance Committee meetings as needed
● Liaise with ED/AD on operations-related issues or financial queries
● Support organizational audits and annual Secretary of State filings
● Collaborate with other community partners and vendors
● Maintain a compassionate, respectful, and professional demeanor in all interactions
The Ideal Candidate
- 3 years in arts administration, nonprofit operations, or a similar role
- Highly organized, proactive, and reliable — comfortable managing multiple priorities across a seasonal calendar
- Clear communicator with strong follow-through, both written and verbal
- Comfortable with numbers, data entry, and detail tracking
- Proficient with Google Workspace, Excel and Bloomerang
- Discreet, professional, and maintains confidentiality with sensitive information
- Adaptable and calm under pressure, especially during production periods
- Self-motivated with strong time management and healthy professional boundaries
- Personable and service-oriented — comfortable as a front-facing representative of the company
- Preferred: Familiarity with professional theatre operations or performing arts logistics but it is not required to apply for this position. If you have the skill sets, we will train on theatre specifics — so please apply if you have any type of operations/non-profit operations experience or interest!
Compensation
- Part-time, $25–$35/hour depending on experience
- Paid time off after a 3-month trial period
- Health Reimbursement Stipend
- Staff, company, and community-building events throughout the year
- Based in the Wood River Valley, Wood River Rep is a regional professional theatre and non-profit organization producing five productions annually, alongside educational and community programming, and special events.
Pay: $25.00 - $35.00 per hour
Benefits:
- Health savings account
Work Location: In person
Salary : $25 - $35