Central Florida Community Arts (CFCArts) is seeking a full-time Program Manager to manage the day-to-day operations and member experience of the CFCArts Symphony Orchestra & Big Band. This role ensures our volunteer members receive the highest degree of care through warm presence, hospitality, and efficient, thorough record-keeping.

The ideal candidate will be self-driven, seeking a high degree of ownership over their work, and possess a passion for collaboration paired with keen attention to detail.

Who We Are

Central Florida Community Arts is a multigenerational, multidisciplinary, performing arts organization. We are committed to providing opportunities for people at every stage of their lives to connect, serve, and perform on stages across our community. CFCArts boasts the largest community choir and symphony orchestra in the country, robust youth theatre programs, a big band, an acting troupe for children and adults with Down Syndrome and other neurodiversities, and an acting troupe for aging seniors. The people we serve are as diverse as our growing community and find joy in discovering or refining their inner artist.

Overall Summary

This full-time, salaried, manager role works directly with the Managing & Artistic Director in support of all Big Band & Symphony Orchestra productions, rehearsals, & activations. They will serve as the primary point of communication with all members, parents, and all materials that members require to have a successful experience with our programs. They will also serve as the key point of contact for the Big Band & Symphony Orchestra contracted teams.

Areas of Responsibility

• Roster & Attendance Creation & Maintenance
  • Create and maintain a thorough and accurate database and roster of all members, their paperwork, and their attendance
  • Collect, receipt, and track membership dues payments
  • Track and approve member scholarships with leader
  • Regularly communicate ensemble roster information and updates to the Production Team
  • Submit, proof-read, and edit all rosters for printed and digital programs for concerts
• Big Band & Symphony Orchestra Contractor Leader
  • Assist in recruiting & contracting all technical contractors for Big Band & Symphony Orchestra
  • Lead regular communication with the contracted teams
  • Work in conjunction with leader and Artistic Director to guide the contractor and member experience of the programs
  • Schedule and facilitate regular production meetings and meetings to plan for future seasons
• Member & Staff Communication
  • Demonstrate full ownership of the program’s primary email inbox and communications
  • Lead the creation of and sending of weekly newsletters to members and staff with information input from contracted teams, organizational leaders, and Artistic Directors.
  • Lead follow-up communications with all members regarding rosters, attendance, dues, production participation, venue information, etc.
  • In conjunction with the Artistic Directors, create a relaxed, engaged and welcoming atmosphere in all rehearsals and performances and empower members and section leaders to contribute to community-building tasks, as often as possible, to encourage sense of collaboration and equal contribution
  • Serve as the primary point of contact for Member Ambassadors from Big Band & Symphony Orchestra
  • Lead communications sent to performing members performing in community events or additional performance opportunities
  • Lead member communication for member service projects
  • Attend weekly individual meetings with leader
  • Attend regularly scheduled production meetings
  • Serve as the member liaison for Big Band & Symphony Orchestra in all production meetings
  • Assist in guiding contracted Artistic Directors through meetings, production timelines, etc.
• Budget & Invoice Tracking
  • Demonstrate full ownership of the tracking of budgets and invoices pertinent to the ensembles & productions
  • Prepare and present regular reports on the current status of expenses, income, and status of progress on all ensemble budgets
• Digital and Physical Materials
  • Ensure physical and printed materials (i.e. music, member name tags, door signage, seat signs, etc) are prepared, present, and organized for members each week
  • Assist in the maintenance of script and music track libraries for Big Band & Symphony Orchestra
  • Assist in the creation and maintenance of a current and accurate equipment inventory for the performance ensembles
  • Demonstrate ownership of the contents of the storage unit and transport of all musical equipment
  • Organize and maintain all season Google Drive folders and documents for access to all Big Band & Symphony Orchestra personnel, production teams, members, and families.
  • Demonstrate ownership of all digital folders for each production and ensemble document
• Weekly Rehearsal Responsibilities
  • Arrive minimum of one hour prior to rehearsals beginning to assist in set up and preparation for members
  • Designate a full- or part-time staff designee to serve in your place if unable to attend a rehearsal
  • Lead rehearsal check-in, attendance, and dues collections at each event
  • Oversee distribution of music and materials to members
  • Identify and recruit volunteers to assist with set-up, check-in/attendance, and strike
  • Facilitate and Lead volunteers in accurate set-up and strike of all rehearsals
  • Assist in maintaining a current and accurate database of background checks
• Performance Venue Responsibilities
  • Arrive minimum of one hour prior to rehearsals beginning to assist in set up and preparation for members
  • Recruit needed backstage volunteers for attendance and greeting the cast
  • Communicate venue-specific and production-specific information to the cast
  • Create member and venue signage and credentials
  • Lead the set-up of member needs for success on stage. Including, but not limited to: signage, spot cards, programs, parking vouchers, etc.
  • Be present and assist with strike and loading of equipment trucks
  • Serve as the primary member point of contact for questions and concerns
  • Lead identification and communication of performance and accessibility needs for members to the Production Coordinator

The Approach

Member-Centered Mentality: Approach all of our interactions and goals with a focus on creating a positive, inclusive community for all of our members, volunteers, and team members

Collaboration and Cohesion: Thorough, consistent, and open-minded communication with other team members through each task or project to ensure the success of the whole team remains consistently as the most forefront goal in all we do

Ownership of Responsibilities: Confident in displaying ownership of assigned tasks and projects, proactively seek the next best steps for the programs within your areas of responsibility

Organized & Efficient: Strong ability to meet deadlines and maintain schedules with a keen attention to detail to ensure a seamless and successful member experience across multiple large ensembles

Flexibility and Creativity: Ready to take advantage of unexpected opportunities; adapt quickly as things change; embrace creative opportunities to enhance the member experience and artistic product

Proactive Problem Solving: Proactively develop solutions to challenges, by consistently looking at big-picture progress through rehearsal and performance set-up and strike, and by flagging any potential upcoming challenges to the member experience

Time Commitments & Work Location

This is a salaried position where weeks can vary. We look for team members who can dynamically adapt their time to match the needs of the programs being managed.

The working week for this position includes instances of weekends and evenings. This position will coordinate working hours with the Managing Director to accommodate the frequent commitments outside of the hours outlined below.

General Work Week Time Commitments

• The schedule below should serve as a general guideline of working hours and locations. Any
  adjustments to the working week may be approved through the Managing Director
• Sundays - 12:00pm-9:00pm - Rehearsal Venues
• Mondays - 9:00am-5:00pm - CFCArts Offices
• Tuesdays - Off
• Wednesdays - 9:00am-5:00pm - CFCArts Offices
• Thursdays - 9:00am-5:00pm - Hybrid
• Fridays - 9:00am-5:00pm - Hybrid
• Saturdays - Off
• Presence at all Scheduled Rehearsals & Activations for Big Band & Symphony Orchestra
• In-Person presence at all Production Week commitments including, but not limited to truck loads, Load-In, Tech Rehearsals, Dress Rehearsals, Performances, Strike, and Truck Unloads

Desired Qualifications

• Prior administrative experience
• Ability to multitask and prioritize multiple projects
• Microsoft Office and/or Google Drive experience
• Detail-oriented
• Strong communication skills
• Patience, Positivity, and Empathy in spoken and written communications
• Demonstrated problem-solving and decision-making skills
• Ability to lift and move 25 lbs.

Other Key Details

Compensation: Salary range: $42,000-$45,000

Benefits Package: Employer-provided health insurance (portion of premium paid by employer), life insurance, short-and-long-term disability, dental, and vision, SIMPLE IRA with employer match (up to 3%), Paid Time Off & Holidays

Application

Please fill out the application form. Email careers@cfcarts.com with any questions.

Ideal Closure of Role: Wednesday, September 16
Ideal Starting Date: Monday, November 2

Central Florida Community Arts is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to providing equal employment opportunities for all employees and creating a work environment free of discrimination and harassment. All employment decisions at CFCArts are based on organizational needs, job requirements, and individual qualifications, without regard to age, race, color, religion or belief, gender identity and sexual orientation, family or parental status, veteran status, disability or any other status protected by law.