Theatre Committee Job Description

Job Description Theatre Committee

Theater Committee Member reports to the Event Chairman and works in partnership with the Creative Director as the Theater’s executive team. The Theatre Committee Member is a leader, responsible for building an effective team internally, and cultivating a committed team to act externally in the community at large. The Theater Committee Member is responsible for generating, directing and supervising day-to-day administrative duties and overseeing financial and facilities management, development, strategic planning and community relations.

*** In the absence of primary staff, (i.e. Production Manager, Marketing Director, Development Director, etc.) the theatre committee member assumes or redistributes responsibilities until these positions can be accommodated by the company.

*** Strategic Planning

• Coordinate and implement long-range and annual strategic planning in conjunction with Creative Director, staff and Board of Directors Administration

• Supervise daily administrative operations and collaborate with Creative Director in executing the season Personnel management, including but not limited to: In conjunction with Creative Director, supervise all staff, including coaching, mentoring, conflict management/resolution, performance management and training

• recruit all levels of employees including freelance and temporary employees

• Maintain job descriptions

• Maintain employee records

• Manage termination processes to include exit interviews and succession planning

• Develop, implement and manage internship program

• Coordinate volunteers

• Maintain Theater’s Company Handbook

• Maintain Backstage Website

• Maintain of all Theater’s documents

• Maintain of photo archive of productions

• Call and chair staff meetings

• Procure duty timelines from all staff members, then create annual production calendar

• Manage all insurance needs Financial Management

• Collaborate with the treasurer, bookkeeper & board on overall financial management

• Prepare and implement financial plan, including an annual operating budget and a long-term capital budget which supports the strategic plan

• Collaborate with Creative Director to produce production budget for the season.

• Manage all accounts payable and receivable

• Manage payroll and payroll tax requirements such as liability payments, quarterly payment and 1099/W2s

• Manage annual audit and 990’s and insure timely completion

• Generate financial reports

• Count weekly box office cash intake with box-office manager; make bank deposits

• Manage all weekly bank deposits and conduct monthly reconciliation reports

• Manage all banking and vendor relationships

• Write checks & pays bills

• Create and distribute profit and loss statements for each production

• Maintain the Marketing Including but not limited to:

• Development of group sales

• Development of yearly ticketing strategy

• Maintain or supervise the maintenance of the website

• Provide for the creation and printing of all printed materials

• Send industry night information to various outlets

• Send judge request forms to Internship Committee

• Manage, in conjunction with the Creative Director, all educational and internship program

Development Grants

• Coordinate & contribute to the writing of grants

• Review all grant proposals and grant reports for accuracy and content before sending

• Complete and sends IAC grant qualification paperwork

• Write annual letters to legislators and governor for IAC grant

• Meet with/have phone conversations with grant reviewers

Donor Development

• Write thank-you letters to donors

• Work with board on annual fundraising letter

• Send gift certificates to various charities

• Maintain donor database

• Maintain subscribers database

• Provide event support where necessary

Board Relations

• In Conjunction with Creative Director, maintain primary relationships with Board of Directors

• Provide the board with monthly reports to assess progress towards goals and objectives of the strategic plan, staff activity and financial updates.

• Assist board leadership with recruitment, education and board member development

• Provide logistical support to the Board including meeting logistics, preparation and distribution of agendas and supporting materials in advance of meeting dates Advocacy

• Build a positive relationship with community volunteers, donors, sponsors, public officials and other arts organizations In conjunction with the Creative Director, present the public face of the Theater and when called upon, speak to private and public organizations and to the

Facility Management

• Oversee and facilitate the operation and procurement of space(s) for production and administrative purposes

• Write annual letter to Park District requesting use of Austin Gardens; negotiates use of park with appropriate Park District personnel.

• Order, negotiate, and signs contracts for summer sanitation facilities

• Oversee compliance with all permitting, licensing and other governmental requirements Production Support

• Work closely with Creative Director to provide administrative services for the production process.

• Act as primary liaison with Actors Equity Association; make concession requests; send information on same

• Create production team/ actor contracts, distribute and collect paperwork

• Manage financial payment of all production staff

• Create checklists for all productions

• Reconcile designer receipts and manage final reimbursements

QUALIFICATIONS High School Diploma or Certificate Preferred

• • 5 – 7 years with an arts organization

  • Preferred arts management training

  • Preferred strategic planning experience

  • Commitment to the performing arts

  • Strong organizational development and management skills

  • Past success working with a Board of Directors with the ability to successfully cultivate current and new board members

  • Proven leadership and relationship management experience

  • Proven track record as a fundraiser

  • Strong written and verbal communication skills Persuasive communicator with excellent interpersonal skills

  • Understanding of Finance and Managerial Accounting