Operations Manager

POSITION SUMMARY
The Operations Manager manages the Conservatory Orchestra, Wind Ensemble and Percussion Ensemble, as well as chamber music ensembles from within those larger ensembles. This position also oversees instrument inventory and instrument repair. Primary responsibilities include attending and overseeing all rehearsals and concerts of assigned ensembles. The Operations Manager supports the Operations Director and assists with auditions, and other tasks as necessary.
PRIMARY TASKS AND RESPONSIBILITIES
Operations and Concert Production
• Oversee all logistical aspects of the assigned ensembles
• Attend rehearsals and concerts for each assigned group
• Coordinate the school run-out concert(s) for the Wind Ensemble and Children’s Concerts for the Conservatory Orchestra
• Maintain accurate rosters and musician attendance records for each assigned group
• Delegate work of Volunteer Parents, stage managers, and volunteers for each assigned group
• Supervise building use during rehearsals
• Communicate announcements, policies, and procedures to musicians, parents, etc.
• Assist in organizing logistical aspects of the chamber music program, including concerts and performance opportunities
• Serve as liaison between venue and staff at all concert venues for PYCO and PYWE performances
• Assist in supervising instrument transport to and from dress rehearsals and concerts
• Assist the Operations Director in concert production as needed
• Schedule professional coachings as needed by conducting staff
• Assist in rehearsal and concert scheduling; updating details on the shared calendars
• Assist in musician audition process
Other Duties
• Attend weekly staff meeting(s)
• Distribute, track, and repair all music folders
• Maintain an accurate instrument inventory list with current appraisals
• Record and oversee all instrument rentals, donations, and repairs
• Update the music library as needed
• Review and proofread concert program and promotional materials as needed
• Update artistic-related content on the PYP website
• Other duties as determined by the Operations Director, Musical Director, and conductors of PYCO and PYWE
QUALIFICATIONS
Essential Skills:
• Excellent planning and organizational skills: attention to detail, ability to prioritize, and manage time efficiently
• Strong verbal and written communication skills
• Strong listening and problem-solving skills
• Strong customer service skills
• Ability to manage multiple projects and meet deadlines
• Demonstrated leadership skills and high level of professionalism
• Ability to collaborate in teams and work independently
• Ability to handle confidential information
• Proficient with Microsoft Office Suite, Adobe InDesign, PatronManager or similar customer relationship management database (or have a willingness and strong aptitude to learn)
Qualifications:
• Bachelor’s degree in music and/or management preferred
• 1-3 years of relevant professional experience in an arts organization
• Familiar with the culture of youth orchestras or a music ensemble in an education environment
• Experience working with professional musicians, parents, and students from diverse cultures
• Experience playing a musical instrument, general knowledge of orchestral and band repertoire, and ability to read music preferred
Working Conditions/Physical Demands:
• Required to work evenings and occasional weekends
• Must be able to lift 20 lbs and able to move and carry equipment, such as instruments, music stands, and chairs
• Valid driver license and access to reliable transportation to and from rehearsals and concerts, some of which may be in rural locations
• PYP provides office space, laptop computer, with a traditional desk and office chair. This position also uses the photocopier and scanner frequently. The office is lit with fluorescent lighting. Free parking is available at the office.
SALARY & BENEFITS
• Salary: $50,000 a year.
• Option to enroll in PYP’s health insurance (medical and dental) plan after 30 days of employment. PYP pays 100% of the monthly premiums of the base plan for the employee.
• 401k: PYP annually contributes to this staff member’s 401k account, currently at 3% of their annual salary. Employee may make additional contributions as payroll deductions.
• Access to professional development opportunities available and encouraged.
• Flexible, hybrid work schedule, beginning after a 30-day onboarding period.

TO APPLY
Email a cover letter and resume to pypjobs@portlandyouthphil.org with the subject line “Application – Operations Manager”.
The position will be open until filled. For best consideration, apply by Tuesday, September 30, 2025.