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Job Description for Symphony Office Manager
Job Overview
Plan and coordinate the operations of the organization, including managing daily operations and planning the use of materials and human resources; oversee the functional areas of administration, such as personnel, purchasing, & administrative services.
Essential Duties & Responsibilities
• Manage, supervise, and coordinate activities of workers (mostly volunteers) engaged in clerical or administrative support activities. Prepare work schedules and assign specific duties and assignments according to budget allotments, client needs, problems, work-loads, and statistical forecasts.
• Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records. Monitor organization and processes to ensure that they efficiently and effectively provide needed services while staying within budgetary limits.
• Prepare and review operational reports and schedules to ensure accuracy and efficiency.
• Verify completeness and accuracy of direct reports’ work, computations, and records.
• Consult with management team and other personnel to resolve problems, such as equipment performance, output quality, and work schedules.
• Train employees in work and safety procedures and company policies.
• Under the supervision of the Finance Manager, analyze financial activities and assist in planning budget.
• Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems.
• Supervise handling and storage of personnel materials, including application packets, I-9’s, employee files, medical information, etc., in compliance with privacy and labor law guidelines.
Knowledge, Skills, & Abilities
• Administration and Management— Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, and coordination of people and resources. Ability to work independently.
• Leadership – Ability to motivate and supervise workers in a positive manner that honors the individual talents and contributions that combine to make a successful operation. Ability to develop workers for their professional growth and to ensure consistent, excellent performance. Ability to delegate tasks and responsibilities.
• Personnel and Human Resources — Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
• Technical/Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology. –- Strong understanding of technology utilized by the organization. Proficiency in computers, including MS Office software.
• Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes patron, orchestra and board needs assessment, meeting quality standards for services, and evaluation of patron, orchestra and board satisfaction.
• Organization –--Developing specific goals and the ability to organize work and prioritize tasks in order to accomplish your goals and those of the company. Flexibility and responsiveness to patron, orchestra, board and company needs. Attention to detail.
• Communication — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Ability to provide clear & useful information in a gracious, respectful, and helpful manner to the public, vendors, clients, supervisors, and co-workers, in written form, via e-mail, and in person.
• Physical --- Performing physical activities that require use of your arms and legs and moving your whole body, such as lifting, balancing, walking, stooping, and handling of materials. Ability to sit for long periods of time. Ability to lift 30 pounds.
• Coordination — Understanding the relationship of all company positions to each other, and their impact on company culture and meeting company goals. Adjusting actions in relation to others' actions, i.e., team work.
All employees of the San Luis Obispo Symphony are expected to treat our patrons, orchestra, board and each other with the utmost respect at all times; have excellent telephone etiquette; show initiative; offer input regarding solutions to problems; act with the highest integrity; pitch in where needed; tolerate stressful situations; work well with others, and have fun!
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