MANAGING DIRECTOR
Job Description
MISSION
The OCS Managing Director (MD) maintains all daily administrative management of the organization and choruses. The MD reports to the Board Executive Committee, working jointly with the Artistic Director (AD) and Board to achieve this mission.
OUTCOMES
QUALIFICATIONS
Minimum
Preferred
GOALS & RESPONSIBILITIES
Collaboration with Artistic Director: Meet with the Artistic Director (AD) to review the chorus season, rehearsals, soloist requirements, musician requirements, auditions, and other items relating to the chorus, contracts and venues. Ensure that the following functions are completed in a satisfactory manner.
● Weekly
a. Chorus Communication - Create and disseminate weekly chorus communication during the concert season to provide information about the rehearsal schedule, performance information, choir policies, and any additional information necessary so that the choir is informed and prepared for rehearsals and performances.
b. OCS website & social media platforms– In collaboration with the Marketing Chair, ensure the OCS website and social media platforms are updated with chorus information, concert information, photo gallery, and other information.
c. Roster and attendance - Work with the section leaders to maintain a roster by section, with current e-mail addresses, contact info, and other information, and track attendance. Assure that the roster is accessible to the Board, especially the Treasurer, Secretary, and Chair. Organize, produce, and assist AD with seating charts, as needed.
d. Supervise and coordinate administrative staff/volunteers (choral scholars, section leaders, librarian) to ensure that the choir members are prepared for rehearsals and performances.
E. Rehearsal Space Set-Up - Ensure that the rehearsal room is unlocked at least 30 minutes prior to rehearsal, coordinate arrangement of chairs, collect lost and found items, and lock up after rehearsal.
● Annually (2-3 times per year)
a. Budgets – Work with the AD, Treasurer and Chair to provide input to the budget for the OCS season, from July 1st through June 30th. The budget will be provided to the Treasurer as input to the overall OCS budget.
b. Calendar and Rehearsal Schedule – Work with the AD to prepare a calendar for the chorus. The rehearsal schedule is sent to choir members, published on the chorus webpage, and updated as needed.
c. Collaborative Pianist - Provide the rehearsal schedule to the Collaborative Pianist, and work with them to find a substitute when they are unavailable.
d. Auditions - In conjunction with the AD, schedule and coordinate auditions for new members, including scheduling venue, collaborative pianist, etc. Also work with Membership Chair for recruitment and Marketing Chair for advertisement.
e. Rehearsal Space Reservations – Work with the rehearsal space vendor to obtain space for rehearsals, auditions, and evaluations in preparation for the semester and/or season.
f. Venues - Work with the AD to select and procure venues for the concert season. Coordinate with the venue personnel to arrange rehearsal times, concert parking, and other concert requirements.
g. Tickets – Oversee the acquiring and distribution of tickets to donors as part of the Donor, Sponsor, and Friends of OCS programs. Create and manage ticket platforms for OCS free concert registrations, and when applicable, oversee OCS ticket sales.
h. Borrowing and transporting of instruments – The MD will work with HSO and other sources to obtain and transport instruments for concerts and rehearsals.
i. Concert logistics – Coordinate the chorus during concert rehearsals and performances to ensure the choir is informed of performance policies, schedule, requirements on the day of the concert, line up, and any additional concert requirements.
j. Concert Marketing - Collaborate with partners (if applicable) and Marketing Chair to advertise concerts through multiple modes, including website, social media, newsletter blasts, radio, print, etc.
● As-Needed
a. Contracts – Prepare and/or sign contracts with concert musicians, concert venues, concert soloists, rehearsal hall, rehearsal accompanists, storage space contractors, and other staff and resources, with fiscal approval by the Board of Directors. When applicable, coordinate the creation of union musician contracts.
b. Order scores - Consult with the AD to order music scores and instrumental parts to be distributed to the chorus and orchestra members by the Librarian.
c. Special events – Work with the Membership committee to facilitate special events for the chorus, such as open houses, retreats, potlucks, and tours, when required.
d. Concert Attire - Ensure that all choir members are made aware of OCS’s concert dress requirements.
Engage with Partnership Development
Member Dues & Scholarships - Assist Membership Chair and Treasurer in collection of annual member dues and the tracking of scholarship and student waiver requests.
The O’ahu Choral Society Executive Committee will review submitted materials and schedule interviews with select candidates.
Estimated work time averages 10-12 hours per week, which may include evenings and weekends, with sporadic lulls during mid-season and significantly greater commitment during concert weeks.
This position is contractual July 1 and is renewable on an annual basis in line with OCS’ fiscal year.
Pay range is $1,300 - $1,500 per month; commensurate with experience and qualifications; benefits are unavailable.
Please send a cover letter and resume to the OCS Board Chair at [email protected].
PHYSICAL DEMANDS OF THE POSITION
Sit, stand, bend, stoop, reach above the shoulders, walk short distances, climb stairs, listen effectively, speak clearly, and visually observe volunteer staff and choir on a routine basis.
In compliance with the Americans with Disabilities Act (ADA) and Americans with Disabilities Amendments Act (ADAAA) OCS will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with OCS. To perform this job successfully, an individual must be able to perform the essential functions of the job, which are described above, with or without reasonable accommodation.
MISSION
The OCS Managing Director (MD) maintains all daily administrative management of the organization and choruses. The MD reports to the Board Executive Committee, working jointly with the Artistic Director (AD) and Board to achieve this mission.
OUTCOMES
- Collaborate with the Artistic Director (AD) in preparing for musical events by OCS.
- Provide oversight of other chorus staff such as Librarian, Choral Scholars, Section Leaders, etc.
- Disburse OCS’s monies and dispose of its property in fulfillment of its purpose, upon approval of an expenditure by the Board of Directors.
QUALIFICATIONS
Minimum
- 2-3 years participation or meaningful experience in a relevant leadership position.
- Bachelor’s Degree or equitable real world experience in the music and performing arts industry or non-profit operations and management.
Preferred
- Advanced degree in Marketing or Business
- Experience with non-profit organizations, grant writing, fundraising and marketing.
- Membership with Chorus America or other large choral networking organizations.
- Experience singing in or managing a choral ensemble.
GOALS & RESPONSIBILITIES
Collaboration with Artistic Director: Meet with the Artistic Director (AD) to review the chorus season, rehearsals, soloist requirements, musician requirements, auditions, and other items relating to the chorus, contracts and venues. Ensure that the following functions are completed in a satisfactory manner.
● Weekly
a. Chorus Communication - Create and disseminate weekly chorus communication during the concert season to provide information about the rehearsal schedule, performance information, choir policies, and any additional information necessary so that the choir is informed and prepared for rehearsals and performances.
b. OCS website & social media platforms– In collaboration with the Marketing Chair, ensure the OCS website and social media platforms are updated with chorus information, concert information, photo gallery, and other information.
c. Roster and attendance - Work with the section leaders to maintain a roster by section, with current e-mail addresses, contact info, and other information, and track attendance. Assure that the roster is accessible to the Board, especially the Treasurer, Secretary, and Chair. Organize, produce, and assist AD with seating charts, as needed.
d. Supervise and coordinate administrative staff/volunteers (choral scholars, section leaders, librarian) to ensure that the choir members are prepared for rehearsals and performances.
E. Rehearsal Space Set-Up - Ensure that the rehearsal room is unlocked at least 30 minutes prior to rehearsal, coordinate arrangement of chairs, collect lost and found items, and lock up after rehearsal.
● Annually (2-3 times per year)
a. Budgets – Work with the AD, Treasurer and Chair to provide input to the budget for the OCS season, from July 1st through June 30th. The budget will be provided to the Treasurer as input to the overall OCS budget.
b. Calendar and Rehearsal Schedule – Work with the AD to prepare a calendar for the chorus. The rehearsal schedule is sent to choir members, published on the chorus webpage, and updated as needed.
c. Collaborative Pianist - Provide the rehearsal schedule to the Collaborative Pianist, and work with them to find a substitute when they are unavailable.
d. Auditions - In conjunction with the AD, schedule and coordinate auditions for new members, including scheduling venue, collaborative pianist, etc. Also work with Membership Chair for recruitment and Marketing Chair for advertisement.
e. Rehearsal Space Reservations – Work with the rehearsal space vendor to obtain space for rehearsals, auditions, and evaluations in preparation for the semester and/or season.
f. Venues - Work with the AD to select and procure venues for the concert season. Coordinate with the venue personnel to arrange rehearsal times, concert parking, and other concert requirements.
g. Tickets – Oversee the acquiring and distribution of tickets to donors as part of the Donor, Sponsor, and Friends of OCS programs. Create and manage ticket platforms for OCS free concert registrations, and when applicable, oversee OCS ticket sales.
h. Borrowing and transporting of instruments – The MD will work with HSO and other sources to obtain and transport instruments for concerts and rehearsals.
i. Concert logistics – Coordinate the chorus during concert rehearsals and performances to ensure the choir is informed of performance policies, schedule, requirements on the day of the concert, line up, and any additional concert requirements.
j. Concert Marketing - Collaborate with partners (if applicable) and Marketing Chair to advertise concerts through multiple modes, including website, social media, newsletter blasts, radio, print, etc.
● As-Needed
a. Contracts – Prepare and/or sign contracts with concert musicians, concert venues, concert soloists, rehearsal hall, rehearsal accompanists, storage space contractors, and other staff and resources, with fiscal approval by the Board of Directors. When applicable, coordinate the creation of union musician contracts.
b. Order scores - Consult with the AD to order music scores and instrumental parts to be distributed to the chorus and orchestra members by the Librarian.
c. Special events – Work with the Membership committee to facilitate special events for the chorus, such as open houses, retreats, potlucks, and tours, when required.
d. Concert Attire - Ensure that all choir members are made aware of OCS’s concert dress requirements.
Engage with Partnership Development
- Community Partnerships - In tandem with the Board of Directors, play an active role in establishing high quality relationships with members of the community, including the Hawai’i Symphony Orchestra, potential grant and donor participants, and other choral groups.
- Development – Assist the Development Committee and the Chair with the logistics for fundraising efforts, sponsor/donor events, and concert receptions.
Member Dues & Scholarships - Assist Membership Chair and Treasurer in collection of annual member dues and the tracking of scholarship and student waiver requests.
- Tax letters – Prepare letters as appropriate to donors, thanking them for their contribution. The Treasurer will track contributions and maintain a contributions database, to be distributed to the MD and Development Committee.
- Insurance – When requested, work with the Board Chair and the Treasurer to establish required insurance for liability, and officers’ liability.
- Board Member – Act as an ex-officio board member, preparing reports and attending monthly board meetings, but not voting.
- Annual Meeting – Assist the Board with logistical preparations for the Annual Member’s Meeting, held on the Monday evening after the last concert of the season.
The O’ahu Choral Society Executive Committee will review submitted materials and schedule interviews with select candidates.
Estimated work time averages 10-12 hours per week, which may include evenings and weekends, with sporadic lulls during mid-season and significantly greater commitment during concert weeks.
This position is contractual July 1 and is renewable on an annual basis in line with OCS’ fiscal year.
Pay range is $1,300 - $1,500 per month; commensurate with experience and qualifications; benefits are unavailable.
Please send a cover letter and resume to the OCS Board Chair at [email protected].
PHYSICAL DEMANDS OF THE POSITION
Sit, stand, bend, stoop, reach above the shoulders, walk short distances, climb stairs, listen effectively, speak clearly, and visually observe volunteer staff and choir on a routine basis.
In compliance with the Americans with Disabilities Act (ADA) and Americans with Disabilities Amendments Act (ADAAA) OCS will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with OCS. To perform this job successfully, an individual must be able to perform the essential functions of the job, which are described above, with or without reasonable accommodation.