Operations Coordinator

  • Part Time
  • Oak Park
  • May 24, 2024

Website Oak Park Festival Theatre

Oak Park Festival Theatre is seeking to immediately fill the role of Operations Coordinator.

This is a part-time, hourly position averaging 20 hours/week.

The Operations Coordinator is responsible for ensuring optimum day-to-day functioning of the organization through coordination of the annual schedule of key dates, deadlines and events as well as Company procedures across a variety of areas including (but not limited to) data management, partner and vendor relations, production schedule and facility coordination, and human resources.  The Operations Coordinator is expected to work independently, be self-motivated, responsive to communications, and capable of meeting deadlines. This hybrid position requires travel to and from Oak Park when required by the production calendar.

Duties and Responsibilities

  • Human Resource Coordination
    • Production contract administration, including Actors’ Equity Association reporting
    • Payroll oversight in conjunction with bookkeeper
    • Onboarding contractors to appropriate project management tools
    • Liaisoning, as needed, with Actors’ Equity Association
  • Schedule and Facility Coordination
    • With leadership, developing and implementing annual production/programming schedule across multiple project management tools and partnerships.
    • Ensuring all production/programming space needs are met and communication with space partners is streamlined and effective.
    • Coordinating with Production Manager to ensure technical inventory is up-to-date and project management tools are employed to the fullest extent possible.
    • Be available, as needed, to access multiple storage units.
  • Marketing
    • Laying out the show program in preparation for printing.
    • Coordinating production photo requests with AEA stage manager.
    • Composing external emails and posting to social media, when requested.
  • Partner and Vendor Relations
    • Coordinating with the Park District of Oak Park to maintain positive relations and ensure effective programming.
    • Researching, soliciting, and coordinating with production vendors (i.e. scaffolding, dumpster, restroom trailer, etc.).
  • Data Management
    • Administrating project management tools such as Google Suite, Basecamp, Airtable, Meta Business Suite, etc.
    • Becoming highly proficient in Little Green Light, our customer relationship management tool.
    • Elevating the quality of data by cleaning and updating, as needed.  When necessary, entering data manually.
    • Coordinating with Artistic Director and Managing Director to ensure regular external communication with key stakeholders.
    • Overseeing digital and paper filing systems; ensures systems are consistently organized and current.  Ensure security, integrity, and confidentiality of data.
  • Administration
    • Maintaining a calendar of key dates, deadlines and deliverables for staff including, but not limited to productions, development, donor relations, meetings with external partners, Board meetings, etc.
    • Meeting weekly with fellow staff to discuss priorities.
    • Handling email and phone inquiries.  Managing office supplies.
    • Participates as a key member of the Oak Park Festival Theatre team to maintain a positive and professional working environment.

Job Requirements

  • Desire to learn the policies and procedures of an Equity-affiliated nonprofit theater; operations or production experience preferred
  • Desire to learn the guidelines and regulations relevant to the management of an itinerant organization, including rental agreements, equipment management, and personnel oversight.
  • Proficiency in use of office technology and software applications, especially Google products and Zoom.

Education and Experience

  • Bachelor’s degree or equal requisite training in a professional setting preferred
  • Valid Driver’s License preferred

Personal Skills

  • Ability to communicate well with a variety of colleagues and community members.
  • Ability to self-manage assigned work.
  • Ability to take on new tasks with little or no notice; willingness to learn new operational procedures and maintain flexibility.
  • Capable of working as part of a small team environment.
  • Skill in problem-solving and organizing; time management; attention to detail.
Instructions to Apply:

Please email your resume and letter of interest to martha@oakparkfestival.com.
No calls please.

Oak Park Festival Theatre is an Equal Opportunity Employer.

To apply for this job email your details to martha@oakparkfestival.com

Pay Rate/Range*: $20/hour