Job Highlights
The Administrative Manager provides executive, administrative and operational support to the Director of Community & Learning (“Director”) and general administrative support to Associate Directors, utilizing strong written and verbal communication, administrative, and organizational skills while maintaining a realistic balance among multiple priorities. The Administrative Manager models HGO’s commitment to cross-functional collaboration to ensure the department goals and organization mission are achieved and will collaborate with members of the Community & Learning team and colleagues across all departments, exercising good judgement in a wide variety of situations. The Administrative Manager serves as a primary point of contact for internal and external constituencies on matters pertaining to Community & Learning, as well as a liaison with board and committee members, donors, and external partners.
This position supervises the Program Coordinator, Administration (“PCA”).
Join Us!
We are looking for talented, passionate, dedicated people who are eager to make contributions to our community and our mission.
Concerned you do not meet every single requirement listed? Apply! We know that some people are less likely to apply for a job if they don’t think they meet 100% of the requirements. At HGO, we are dedicated to building a diverse, inclusive, and authentic workplace. So, if you’re excited about this position but your experience doesn’t align perfectly, we encourage you to apply! You may be just the right candidate for this position or another role at HGO.
About the Houston Grand Opera
The mission of HGO is to enrich our diverse community through the art of opera. We do so by creating, curating, exploring, and producing outstanding experiences centered around the human voice. HGO has received a Tony Award, two Grammy Awards, and three Emmy Awards – we are the only opera company in the world to win all three honors.
Our strategic focus is two-fold: creating profoundly enriching experiences for our diverse audiences and clearly defining and positively promoting the HGO brand.
We are passionate about building and sustaining an inclusive and equitable working environment for all company members. We believe every team member enriches our diversity by exposing a broad range of ways to understand and engage our community and discover, design, and deliver enriching experiences.
Compensation and Benefits
The starting salary for a candidate who meets the minimum requirements of the position is $55,000.00. We offer robust benefits to full-time employees, including:
-
Comprehensive and affordable health benefits, including medical, dental, and vision insurance; a high-deductible healthcare plan with an employer funded health savings account; a flexible savings account; an employee assistance program; and employer-paid life, short term disability and long-term disability insurance
-
Generous paid time off including vacation, wellness, parental leave, and scheduled and flexible holidays
-
403b retirement plan with employer match
-
Flexible work schedule
-
Hybrid work environment
- Professional development fund and opportunities
-
Discounted parking in the Theater District garage and nearby lots plus easy access to Metro transportation
-
Free tickets to our mainstage and community productions and events
Key Responsibilities
EXECUTIVE
-
Facilitate effective and efficient communication between the Director, other leadership, staff, and external stakeholders.
-
Represent the Director in meetings and communications with both internal and external stakeholders.
-
Manage the Director’s priorities and ensure that key deadlines are met.
-
Coordinate and prepare for meetings, including creating agendas and taking detailed notes.
-
Manage internal and external C&L communications.
-
Perform additional duties as assigned by the Director.
ADMINISTRATIVE
-
Develop, oversee, and recommend improvements to department-wide policies and procedures, in collaboration with other HGO departments.
-
Lead department compliance with organizational regulations and best practices.
-
Collaborate with the Business Intelligence team, Patron Services teams, and PCA to ensure C&L data is maintained to HGO data governance standards. Participate in data governance initiatives as appropriate.
-
Collaborate with the Business Intelligence team and PCA to develop, prepare, and distribute reports, dashboards, and benchmarking that support the Director and leadership assessments of programs and business decisions.
-
Collaborate with other HGO departments to ensure successful execution of administrative and operational components of C&L programming, including contracts, insurance, applications, registrations, permission forms, background checks, liability releases, etc.
-
Maintain multi-year C&L calendar.
-
Provide administrative support to department members as needed.
-
Manage calendar of PR & Marketing deadlines in collaboration with C&L and other department colleagues.
FINANCIAL
-
Oversee key financial processes related to independent contractor agreements, payroll, vendor invoices, partner payments, and employee expense and credit card reports.
-
Manage the C&L budget including preparing initial budget and quarterly budget forecasts; generating periodic budget reports; reviewing data for errors or inconsistencies; monitoring program expenses, earned revenue, and contributed revenue; and generating departmental and project-based reports as needed.
OPERATIONAL
-
Collaborate with C&L colleagues and across departments to coordinate all event logistics, including venue selection, catering, decorations, entertainment, activations, security lists, ticketing, transportation, printed assets, photography, audio visual, transportation, accommodations, equipment rentals, timelines and run of show, and other event details as needed. Provide onsite event support as needed.
-
Recruit, train, and oversee C&L event volunteers.
Qualifications
Candidates should hold a bachelor’s degree (or equivalent work experience) and four years’ related experience, preferably in arts administration or a fast-paced executive office. Experience in an art, educational, or non-profit organization a plus. Strong knowledge of operational accounting and proficiency in Excel, Word, Teams, and Outlook are required. Experience with CRM platforms preferred; specific experience with Tessitura and Financial Edge strongly preferred. Candidates who are fluent in more than one of Houston’s most spoken languages will be given priority consideration. Must be available to work nights and weekends as required.
Other Skills and Abilities
Must thrive in a fast-paced group setting, be highly organized and efficiency-driven. Self-motivator with analytical problem-solving abilities; confident, experienced decision maker. Detail-oriented individual with attention to process; sound judgment abilities; successful customer service professional; ability to manage up, down and laterally; high level of personal and professional ethics.
Physical Demands
The physical demands described here are representative of those we consider important for an employee to successfully perform essential functions of this job: extended periods of sitting and performing tasks such as typing and using a computer mouse, with strong visual and auditory focus, occasional lifting (not exceeding 25 pounds), reaching for items, proficiency in keyboarding, effective communication skills, and fine motor abilities, being mobile within the office for activities like attending meetings. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
Equal Opportunity
Houston Grand Opera is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at HGO are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by federal, state, or local laws or regulations. HGO will not tolerate discrimination or harassment based on any of these characteristics. HGO encourages applicants of all ages.
Job Title: Administrative Manager
Department: Community and Learning (C&L)
Reports to: Director of Community & Learning
Classification: Full-time, Exempt
Date: June 2024
SUMMARY
The Administrative Manager provides executive, administrative and operational support to the Director of Community & Learning (Director) and general administrative support to Associate Directors, utilizing strong written and verbal communication, administrative, and organizational skills while maintaining a realistic balance among multiple priorities. The Administrative Manager models HGO’s commitment to cross-functional collaboration to ensure the department goals and organization mission are achieved and will collaborate with members of the Community & Learning team and colleagues across all departments, exercising good judgement in a wide variety of situations. The Administrative Manager serves as a primary point of contact for internal and external constituencies on matters pertaining to Community & Learning, as well as a liaison with board and committee members, donors, and external partners.
This position supervises the Program Coordinator, Administration (PCA).
ESSENTIAL DUTIES AND RESPONSIBILITIES
EXECUTIVE
Facilitate effective and efficient communication between the Director, other leadership, staff, and external stakeholders.
Represent the Director in meetings and communications with both internal and external stakeholders.
Manage the Director’s priorities and ensure that key deadlines are met.
Coordinate and prepare for meetings, including creating agendas and taking detailed notes.
ADMINISTRATIVE
Develop, oversee, and recommend improvements to department-wide policies and procedures, in collaboration with other HGO departments.
Lead department compliance with organizational regulations and best practices.
Collaborate with the Business Intelligence team, Patron Services teams, and PCA to ensure C&L data is maintained to HGO data governance standards. Participate in data governance initiatives as appropriate.
Collaborate with the Business Intelligence team and PCA to develop, prepare, and distribute reports, dashboards, and benchmarking that support the Director and leadership assessments of programs and business decisions.
Collaborate with other HGO departments to ensure successful execution of administrative and operational components of C&L programming, including contracts, insurance, applications, registrations, permission forms, background checks, liability releases, etc.
Maintain multi-year C&L calendar.
Provide administrative support to department members as needed.
Manage calendar of PR & Marketing deadlines in collaboration with C&L and other department colleagues.
FINANCIAL
Oversee key financial processes related to independent contractor agreements, payroll, vendor invoices, partner payments, and employee expense and credit card reports.
Manage the C&L budget including preparing initial budget and quarterly budget forecasts; generating periodic budget reports; reviewing data for errors or inconsistencies; monitoring program expenses, earned revenue, and contributed revenue; and generating departmental and project-based reports as needed.
OPERATIONAL
Collaborate with C&L colleagues and across departments to coordinate all event logistics, including venue selection, catering, decorations, entertainment, activations, security lists, ticketing, transportation, printed assets, photography, audio visual, transportation, accommodations, equipment rentals, timelines and run of show, and other event details as needed. Provide onsite event support as needed.
QUALIFICATIONS
Candidates should hold a bachelor’s degree (or equivalent work experience) and four years’ related experience, preferably in arts administration or a fast-paced executive office. Experience in an art, educational, or non-profit organization a plus. Strong knowledge of operational accounting and proficiency in Excel, Word, Teams, and Outlook are required. Experience with CRM platforms preferred; specific experience with Tessitura and Financial Edge strongly preferred. Candidates who are fluent in more than one of Houston’s most spoken languages will be given priority consideration. Must be available to work nights and weekends as required.