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Volunteer Coordinator / Assistant Front of House Manager

Membership Manager

Volunteer Coordinator / Assistant Front of House Manager

Title of Supervisors: Senior Front of House Manager + General Manager of Front of House
Classification: Non-Exempt

The Music Hall, a vibrant, active arts and culture nonprofit, seeks an energetic and personable person to join the Front of House team as Volunteer Coordinator / Assistant Front of House Manager. Under the leadership of a progressive Executive Director and a forward-looking staff, The Music Hall has become one of the premier performing arts centers in New England and is poised for further growth.

The Music Hall is seeking a self-starter with leadership qualities that align with the strategic plan of continuing to grow as the premier Arts organization of the region. The position calls for a leader proficient in communication and collaboration with high-level organizational skills, being able to see the big picture in concert with the small details. The volunteer coordinator should empower our volunteer corps to reflect the growing organization’s forward direction.

The Volunteer Coordinator / Assistant Front of House Manager is responsible for ensuring the smooth operation of the Front of House through a successful volunteer and patron services program under the direction of the General Manager of Front of House and Senior Front of House Manager.

The Music Hall is an equal opportunity employer and is located in the thriving and beautiful seaside town of Portsmouth. Submit a cover letter and resume to The Music Hall, attention James Paone (jpaone@themusichall.org). We are looking to fill this position immediately.

Essential Duties

1. Volunteer Coordination
  • Develop and maintain a wide range of volunteer opportunities within the organization
    • Oversee and conduct a two-step on-boarding process.
      • Step 1: General Volunteer Orientation (1-hour Welcome session)
      • Placement of new volunteers into training programs to begin to volunteer
      • Step 2: Volunteer position-specific training sessions
    • Develop and maintain a Volunteer Mentor program to share expertise, knowledge, and advice from top-tier volunteers to newly-joined volunteers.
    • Oversee Volunteer “Needs Sheet” for non-live show volunteer requests within the organization (special events, marketing street team, member-exclusive clubs).
    • Develop and manage volunteer positions description, policies, procedures, and duties
    • Manage the process and system that schedules all volunteer hours and shifts in Gmail and Eventbrite
    • Evaluate all aspects of volunteer programs to ensure effectiveness and to recommend/implement changes as appropriate
    • Maintain accurate records and provide timely statistical and activity reports on volunteer participation via our web-based volunteer management system
    • Write or assist in writing/maintaining concise volunteer service descriptions
  • Recruit, interview, train and place applicants for volunteer positions
    • Host and attend recruiting events within the community to attract qualified candidates
    • Work with Marketing and outside professional associations to publicize opportunities for volunteers
    • Develop and maintain relationships with other volunteer organizations within the area
  • Provide ongoing support and guidance for volunteers
    • Act as the main point of contact for communications
    • Investigate and resolve volunteers grievances with a goal of promoting cooperation and resolution
    • Create and distribute various communications and materials to the volunteer corp
    • Facilitate distribution of other information relevant to volunteers from the organization
    • Author written communications such as weekly volunteer emails, theater practices, instructions, or other media as appropriate
  • Identify community outreach opportunities such as fairs, festivals, local markets and organizations
    • Maintain schedule of opportunities for volunteer services
2. Front of House
  • Ensure the safety of patrons, volunteers, and staff through the proper implementation and enforcement of emergency procedures.
  • Participate in dialogue with the Senior Front of House Manager, General Manager, Production Manager, Technical Director and other appropriate staff to plan and execute upcoming events.
  • Assist in planning and executing merchandise sales for artists and rentals, as according to contract.
  • For all venues, report and follow through on any malfunctions and safety concerns for the lobby and auditorium to operations team.
  • Maintain quality control for volunteers, ensure proper staffing, training, and uniforms.
  • Work side by side with House Managers to create consistent and a well-organized Patron experience

Minimum Qualifications

Must meet most or all of the minimum qualifications below. Years of experience and demonstrated successful management in the area of volunteer management is highly valued for this position.

Education and Experience
  • Post-secondary education – diploma or certificate
  • Experience with hospitality industry or retail/restaurant management
  • Knowledge of management principles and evaluation techniques related to programs that involve a cadre of volunteers
Skills
  • Excellent interpersonal skills, even temperament, ability to work effectively with our patron, staff, and volunteers
  • Good aptitude for problem-solving
  • Proficient in basic computer applications, such as word processing, spreadsheets, and internet usage
  • Strong aptitude to utilize technology for operational efficiency and to learn new computer skills as needed and as the organization continues to advance its technical resources
Capabilities
  • Demonstrated capability to effectively communicate orally and in writing
  • Ability to work well with a diverse group of staff and large group of volunteers
  • Willingness to adjust hours to accommodate the needs of the job
  • Ability to effectively manage a wide array of tasks, projects, and responsibilities
  • Ability to work productively in an unstructured environment with frequent interruptions
  • Ability to develop, convey and adhere to Music Hall policies, procedures and general practices
Time Commitments

Hours vary, with regular availability required for evening events interspersed with regular daytime office hours (25% office, 75% show)
Must be available for special events and training
Full-time hours are to be worked on-site, with infrequent but reasonable exception

Technical Skills Qualifications
  • Demonstrated proficiency in the use of Microsoft Office suite and Google Suite
  • Ability to adapt and learn new systems as needed
  • Front and Backend familiarity with POS systems (preferably Square)
  • Cash Handling and Audit responsibilities
Physical Requirements

Longer periods of lifting and carrying of up to 50lbs (Beer Cases, trash & soda Cases),
Pushing carts, Carrying tables and lobby set up

25% Typing
15% Lifting
15% Reaching
15% Bending
15% Pushing/Pulling
15% Walking Up/Down Stairs

Relationships

  • Reports to: Senior Front of House Manager and General Manager of Front of House
  • Subordinate staff: House Supervisors, all volunteers
  • Other internal contacts: Director of Operations, Production Manager, Sales Manager & Ticketing Concierge, and various other departments within the organization
  • External contacts: Members, General Public, Tour Managers, Community Partners

Email cover letter and resume to: James Paone (jpaone@themusichall.org).


Membership Manager

Reports to: Director of Institutional Advancement

Join a fun and fast-paced top New England arts and culture organization as the Membership Manager at The Music Hall in beautiful historic Portsmouth, New Hampshire on the Seacoast. The award-winning not for profit Music Hall has two venues, over 4,000 membership households, and attracts audiences of 120,000 annually. With a budget of nearly $6M and an accomplished professional staff, the Membership Manager will be part of a growing organization and a great team. The Membership Manager plays a significant role within a dynamic cross sales team that is inclusive of box office, marketing, and development. This individual will be responsible for helping to achieve and manage over $900,000 in annual gifts.

Minimum Qualifications

  • Great customer service, relationship, and communication skills.
  • Strong technology skills.
  • Ability to analyze data.
  • Attention to detail and experience with donor software necessary, experience with PatronManager (a Salesforce product) strongly preferred.
  • Bachelor’s degree required.
  • Must be able to work evening and weekend events as needed.
  • A strong connection to arts and culture preferred.  

Primary Responsibilities

  • Annual Giving (includes individual giving and investments by members at all levels) – Participate in setting, tracking, and achieving the budget line alongside the Director of Institutional Advancement (DIA).
  • Manage the organization’s annual fund, which includes outreach-driven appeals, processing and acknowledging gifts, and tracking and reporting on budget goals
  • Manage the Major Gifts Committee – Schedule meetings, prepare agendas with DIA, and provide weekly updates to committee members. Cultivate relationships among members and other vital “influencers” that assist in accomplishing objectives.
  • Patron Manager – Serve in leadership capacity to identify and create customer journey engagements and continually work to improve reporting efficiencies. Record and maintain accurate data and effectively use reporting tools.
  • Aid in the cultivation process and serve as a strong liaison to membership community. Oversee the correspondence and supporting materials for members at each level. Process, acknowledge, track, and report on all membership gifts for weekly review with DIA.
  • Manage and maintain calendars, manage the planning and logistics, manage invitations, and participate as needed in events such as Clubs, Book Club, Stakeholder Access and Parties, and Writers on a New England Stage.

This is a full-time exempt position with a complete benefit package including generous time-off policies, health, dental, vision, and 401K.

Please send cover letter and resume to Jessica Griffin, Executive Assistant: jgriffin@themusichall.org

 

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