Director of Operations & Administration

Chapman University Careers•Irvine, CA

19h•Onsite

About The Position

The Director of Operations & Administration is responsible for all general (non-stage) operations and administration of the building including safety and security, front-of-house activity, special events, and related stage door coverage as determined with the Dean of the College of Performing Arts and Musco Center for the Arts. This position reports to and assists the Dean of the College of Performing Arts and Musco Center for the Arts and works closely with senior leadership in developing and maintaining theater operations and administration at the highest standards. This position will provide onsite night and weekend event management and must keep flexible working hours.

Requirements

A minimum of related experience in venue management, building management or front of house management to accomplish assigned duties.
Experience in managing the revenue and expense budget with the ability to prepare, monitor and reconcile budgets and expenses.
Proven leadership skills to build, engage, motivate, and maintain collaborative teams, improve services and unite with diverse constituents.
Strong analytical skills to think strategically, evaluate and understand data, identify key areas, develop appropriate solutions, achieve goals, and meet deadlines.
Experience developing and managing successful relationships with vendors and organizational partners.
Strong time and project management skills with the ability to juggle competing timelines and priorities and a gift for getting things done accurately and efficiently; thrives in a busy and changing environment working with multiple inputs and demands for one’s attention.
OSHA 30 Certified. (Will train.)
Advanced knowledge of contracts, budgeting, and accounting.
Self-starter.
Project initiator and owner from inception to completion, strong communication and follow-up skills possessing perseverance and the ability to finish challenging projects.
Intermediate level computer skills to use word processing, spreadsheet, presentation, internet and electronic mail preferably of Microsoft Office applications.
Technically skilled to learn enterprise software systems: venue management software, PeopleSoft, Vectorworks, Social Tables. (Will train.)
Clean driving record holding a current driver’s license able to drive larger vehicles including stake bed truck and passenger van.
Strong oral communication skills to convey accurate information in a tactful and diplomatic manner.
Strong written communication skills to prepare clear, concise, and grammatically correct business correspondence, including solid editing and proofreading skills.
Strong customer service and interpersonal skills, including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the University community.
Willingness to engage in Musco Center and Chapman University’s Cultural Equity initiatives.

Responsibilities

Financial Planning, Management, and Support
Build and manage the annual budget.
Oversee the Center’s budget, tracking and reporting.
Ongoing reconciliation of all project expenses, including ensuring vendor invoices are accurate and paid, and client invoices reflect all approved event expenses.
Support event and season program planning by finalizing cost estimates and preparing financial analysis and practical projections.
Prepare accurate event settlement documents, financial reports, and forecasts.
Oversee fiscal operations including departmental budgets, spending, and reports on financial performance.
Monitor and track expenditures to ensure alignment with department and University policies and practices.
Line management of the Director of Production and the Director of Artistic and Educational Programming.
Deputize for the Dean of CoPA and Musco Center as needed
In collaboration with Business Administrator lead strategy and oversight of policies to enhance overall administrative, financial, and HR activities and workflows.
Oversee Musco Center staff access to the PeopleSoft accounting system.
Act as Primary Representative for Building Safety and Security
Coordinate with campus Public Safety and Fire and Life Safety to ensure proper event staffing, arranging for outside security where appropriate.
Provide expertise and help set Covid policy.
Ensure Musco staff members and volunteers are properly trained on emergency and safety procedures.
Keep and update Musco Center Emergency Action Plan.
Oversee Front-of-House Event-Related Operations
Supervise Front of House Manager.
Oversee Front of House staffing for on-stage and ancillary events.
Lead, develop, and oversight of policies, embody a culture of patron service, model behavior and oversee training and empower the team to enhance overall patron service.
Oversee the creation, implementation, and maintenance of staff/volunteer procedures and training manuals.
Provide rapid response to critical issues.
Serve as primary contact for all emergency situations.
Manage Operations and Administration
Provide solutions, recommendations, and implementation for operational needs.
Provide immediate response to requests for assistance to events in progress.
Support and troubleshoot theater operations computer hardware, software, and network technology needs in collaboration with University IS&T Department and other Musco Center departments.
Schedule team meetings for general operations as well as for shows/events.
Provide status update reports on a regular basis.
Oversee administrative and operations staffing.
Manage and optimize venue management software modules, systems, and workflows to work with and in support of Musco Center needs.
Oversee the creation, implementation, and maintenance of administrative procedures and training manuals.
Responsible for ongoing coaching and development of staff and timely performance management feedback.
Understand and implement Musco Center and Chapman University policy as related to employment.
Ongoing reconciliation of all project expenses.
Manage Stage Door and Building Operations Functions
In collaboration with administrative team, hire, train, schedule and supervise Operations Assistants and student employees.
Assure proper staffing of stage door both during daily operations and evening/weekend events.
Provide estimates, as requested, for building operations and stage door labor.
Manage overall support for all building operations, including office moves, deliveries, equipment, loading dock management, and general maintenance.
Oversee Ancillary Events, Special Events and Rentals
Oversee administration of rental clients and manage relationships into Musco Center and campus-wide partners and services.
Lead liaison with all University departments for all Musco Center events.
Administer and distribute forms outlining set-up, technical, and staffing needs for upcoming events.
Clearly communicate specific event requirements to the necessary in-house and campus-wide departments and follow-up to ensure a coordinated effort for a successful event.
Oversee and plan vendors and resources for festival and outdoor event set-up.
Liaise with city and county officials for permitting of outdoor events.
Act as a senior staff member during rehearsals or other events as needed.
Develop, maintain, and administer the operational and show-specific budgets.
Provide monthly expense cost tracking, year-end department forecasts, and estimates.
Works closely with Musco Center’s Business Administrator to finalize event settlements, reconciliation, and invoicing.
Act as Primary Liaison for Venue Operational Needs with Campus Departments and Outside Vendors, Including:
Facilities Management and Housekeeping.
Public Safety and Fire and Life Safety.
Campus Planning.