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Business and Operations Manager

Norwalk Symphony
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Job Title: Business and Operations Manager  

Status: Part-Time, $36,000 annually

Reports to: Executive Director 

 

The Business and Operations Manager plays a critical role in ensuring the smooth day-to-day operations and financial stability of the Norwalk Symphony Orchestra (Symphony). This part-time position supports the Executive Director in overseeing administrative, financial, and operational functions, requiring flexibility for occasional evening and weekend work. 

 

Key Responsibilities:  

Financial Management: 

  • Manage the orchestra’s daily financial activities, including recordkeeping, accounts payable and receivable, and payroll processing. 
  • Coordinate with third-party bookkeepers to maintain accurate and up-to-date financial records in QuickBooks, Neon One customer relations module and other systems, ensuring compliance with FASB, state, and federal regulations. 
  • Coordinate grant expenditures and reporting, ensuring alignment with guidelines and deadlines. 
  • Process deposits and provide weekly financial summaries for leadership review. 

Administrative Oversight:  

  • Oversee Personnel Manager to administer contracts and Letters of Engagement for guest artists, musicians, and staff, ensuring compliance with Symphony policies and tax laws. 
  • Manage vendor relationships, including insurance providers, auditors, and IT services, ensuring operational efficiency and compliance. 
  • Develop and oversee purchasing policies, office supply procurement, and equipment maintenance. 
  • Handle incoming communications, including mail and phone inquiries, and maintain organizational email accounts. 
  • Maintain records on memberships and dues and ensure timely payments to vendors. 

 

Concert and Event Support:  

  • Collaborate with the Personnel Manager, Librarian, and Stage Manager to ensure seamless event operations, including rehearsals, performances, and special events. 
  • Manage ticketing operations, including partnerships with platforms such as Neon One and Tix.com, ensuring accurate reporting and customer satisfaction. 
  • Coordinate logistics for event setup, including ticket sales, will-call arrangements, and volunteer assignments. 
  • Prepare concert programs, including content for personnel, donor acknowledgments, and event details. 
  • Maintain positive working relationship with the orchestra. 
  • Prepare materials necessary for annual musician auditions and the Young Artist Festival and Concerto Competition. 

 

Marketing and Communications: 

  • Support marketing initiatives, including email campaigns, social media updates, and print advertising. 
  • Maintain event listings on local platforms such as FCBuzz.org and Patch to boost community engagement. 
  • Assist with bulk mailings, ensuring compliance with postal regulations and timely delivery. 

Payroll and Personnel:  

  • Prepare and process bi-weekly payroll for staff and performance payroll for musicians, ensuring accuracy and compliance with tax regulations. 
  • Maintain up-to-date personnel records for all employees and contracted musicians, including tax documents and direct deposit information. 
  • Monitor compliance with regulatory requirements 
  • Coordinate with the Personnel Manager to confirm musician attendance and contract compliance. 

Board and Committee Support: 

  • Assist in preparation of financial reports and interim updates for Board meetings as requested. 
  • Maintain accurate records of Board members, including contact information and documentation for grants. 
  • Assist Board committees with administrative and logistical needs to support strategic objectives. 

 

Compliance and Reporting:  

  • Coordinate annual audits and income tax filings in collaboration with external auditors and the third-party bookkeeper. 
  • Ensure timely filing of IRS Form 990, state registrations, and other required documentation. 
  • Maintain internal controls to ensure transparency and compliance with organizational policies. 

Qualifications:  

  • Bachelor’s degree required. Preferred Arts or Non-profit Management 

  • Strong bookkeeping and financial management skills, with proficiency in QuickBooks, Neon One customer relations module (or willingness to learn), Excel, and other relevant software. 
  • Exceptional organizational and communication skills, with the ability to manage multiple tasks and deadlines. 
  • Familiarity with nonprofit operations and symphony orchestras is a plus. 
  • Experience with donor management software and ticketing platforms is highly desirable. 
  • Proactive and resourceful, with the ability to work independently and collaboratively. 
  • Must be available to work evenings and weekends related to concert performances. 

 

 

This job description outlines the key responsibilities and qualifications for the Business and Operations Manager position at the Norwalk Symphony Orchestra. It may be adjusted to meet the evolving needs of the organization.