Operations Manager
- Toronto, ON
- Permanent
- Full-time
Pia Bouman School for Ballet and Creative Movement offers pre-professional and recreational dance education programs, primarily for children and youth. The School, founded in 1979, and a non-profit charitable organization since 1987, offers bursary assistance through its mandate that every child who wishes to learn, create, and perform dance should have the chance to do so. It produces a professionally-mounted Nutcracker in December (now in its 41st year), and a four-day Let’s Dance Festival in June. The School’s youth company, YMI Dancing, performs in the community and has its own annual spring show.A volunteer Board of Directors, made up of parents, community members, and parent and student alumni, oversees the School’s operations. Volunteers are a vital source of support to the School’s productions and fundraising activities.The school has a rich history and is home to a vibrant community made up of students, their families, teachers, choreographers, accompanists, and the artists who have longer or shorter term rentals with the School and thus share our spaces and our studio theatre.Ideal Candidate
The successful candidate will be a quick learner with a love of the arts, have excellent communication skills, and an eye for detail. They must understand the business side of an arts organization, and have the ability to help prepare and analyze financial information, from the daily books to the audited financials.They will be able to both work independently, and work closely with the Artistic Director, report to the Treasurer and Chair of the Board of Directors, give guidance to other staff where needed, and connect with our community of students, families and artists.This position requires someone who is flexible, adaptable and comfortable working in a creative environment. Additionally, we need someone who has exemplary time management skills, can adeptly handle multiple tasks and manage competing priorities and unexpected events.This role will occasionally require work at events in the evening or on the weekend. Including but not limited to: the first weekend of classes in September, a weekend in early-mid December for Nutcracker, the first weekend of classes back in January, a weekend in early-mid May for the YMI Spring show, and a weekend in early-mid June for our Let’s Dance Festival end of year performances. Time in lieu is offered for any time worked on evenings and weekends.Overall, we are looking for a candidate who is resourceful, innovative, and solutions-focused with a “can-do” attitude and wants to bring their vitality and energy to contribute meaningfully to a passionate team and wonderful community.Position Summary
As directed by the Artistic Director and the Board of Directors, the Operations Manager has broad administrative responsibilities including the following:Financials:Working closely with the Bookkeeper,
- Overall responsibility for recording, invoicing, reconciling, and monitoring revenues and expenses in Quickbooks, Jackrabbit.
- Take payments with the front desk POS Machine, and Square when necessary.
- Event budgeting, reporting (Eventbrite, Square), cash flow management, post-event reconciliations
- Assisting with the annual audit.
- Annual financial planning, monthly cash-flow projections to report to the Board.
- Working with Bookkeeper for preparation of charitable donation receipts in compliance with CRA guidelines.
- Assist Artistic Director with staff matters such as allocation of responsibilities, scheduling, timesheets, contracts, evaluations, and recruitment, in compliance with employment standards.
- Supervise any administrative staff regarding day-to-day administration and operation of the school.
- Recruit and supervise volunteers as necessary.
- Monitor the info email account and be the first point of contact to for all inquiries.
- Lead the administration of the registration process, fee policies, payment schedules and registration forms using Jackrabbit.
- Support with the onboarding of new students and be the first point of contact for the all registration related questions.
- Work with the Artistic Director to prepare annual fee levels and support the administration of the bursary program.
- Work with Artistic Director on strategies and planning for seasonal and periodic school activities, such as fundraising events, March Break and summer camps
- Assist with technology and equipment issues as needed, including computers, speakers, and the printer.
- Grants administration: researching, writing, submitting, reporting.
- Ordering school supplies, general maintenance of the building and the studios, proper documentation of legal and policy documents.
- Assist with all major School events and productions: Nutcracker, YMI Dancing, and Let’s Dance Festival including setting up, managing the ticketing through the Eventbrite platform, advertising and promotion, printed or online show programs, posters, postcards.
- Be the first point of contact for all contractors,
- Work closely with the Artistic Director, production team, coordinators, volunteers, and patrons.
- Lead and manage online and offline advertising, promotion, and communications for regular School operations and special events (primarily using Instagram, Facebook, posters and brochures).
- Orchestrate the internal and external communications to the school’s staff and community (primarily using Jackrabbit and Mailchimp).
- Keep website up-to-date on Squarespace.
- Assist with simple graphic design for School promotional materials including posters, brochures, and social media posts.
- Take part in the outreach efforts as directed by the Board of Directors and the Artistic Director
- Monitor the rentals email account and be the first point of contact for all inquiries. Assessing suitability, scheduling, and financial considerations.
- Manage bookings using Google Calendar and QuickBooks, ensuring no conflicts by communicating internally with AD, teachers, and dancers.
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