CTX3330. Opportunity: Administrative Manager for Wimberley Players
IMMEDIATE OPENING
Position: Administrative Manager
Full-Time Position
Salary: Salary negotiable based on qualifications and experience
The Administrative Manager is responsible for the Wimberley Players' day-to-day administration, including box office management, general office administration, and support for WP Board functions (i.e., facility operation, public relations, marketing, development, and member administration). This is a full-time position with flexible hours (including occasional remote work) requiring evenings and weekends occasionally. The work environment is casual but professional and productive.
The ideal candidate:
- Is passionate about theatre and the arts.
- Can work independently.
- Is a friendly and enthusiastic team player who enjoys working with the public and participating actively in a collaborative, artistic team.
- Demonstrates excellent organization and communication skills and can develop and maintain positive, collaborative relationships and communications in a volunteer-based organization.
Preferred Skills & Experience
- Office administration or related experience.
- Volunteer and non-profit organization experience
- QuickBooks Online
- Arts People (or other CRM/ticketing system)
- Microsoft Office
- Google Office (i.e., Drive, Docs, Mail)
Responsibilities
Office Administration / Customer Service
- Answer Wimberley Players’ phone/email.
- Receive, open, distribute, and file correspondence as appropriate.
- Monitor and respond to voicemail incoming messages; update voicemail outgoing messages, as needed.
- Assist customers with information about the Wimberley Players.
- Ensure contracts/insurance policies/ automatic debits stay up to date and coordinate with the Treasurer as needed.
- Make copies/scan documents as needed.
- Maintain office records in compliance with the approved record retention policy.
- Manage Google accounts, including Google Drive (e.g., managing email addresses and setting up shared resources)
- Maintain membership in and a list of professional organizations to which the Players belong (e.g., AACT, WVACA, Chambers of Commerce)
- Coordinate with Technical Director, facilities manager, and janitorial service to plan purchases to ensure adequate office and facility supplies are on-hand.
- Coordinate and distribute Internship position notices in collaboration with Technical Director and Treasurer; assist with applicant screening and selection.
- Supervise volunteers and Intern(s) as assigned.
Box Office / CRM / Member Administration
- Set up all programs (i.e., stage productions, events, movies, and concerts) in CRM/ticketing application (i.e., Arts People).
- Handle phone and in-person sales and exchange of season subscriptions, individual tickets, and memberships, as well as general contributions.
- Assist customers with membership, subscription, and ticket purchases and exchanges.
- Be available on-call on performance dates to assist the volunteer box office staff.
- Enter offline (mail, in-person) memberships and donations into CRM (currently Arts People) as they arrive.
Financial Administration
- Post checks, debit transactions, and deposits to Quickbooks in collaboration with the Treasurer.
- Coordinate with the Treasurer to maintain operating bank account balances.
- Pay invoices as approved by the Treasurer either online with a debit card or by check.
- Coordinate tax-exempt purchasing through Wimberley Players’ accounts.
- Assist Treasurer with setup and processing of production stipends.
- Assist Treasurer with providing reports to the Board of Directors.
- Advise in creating budgets for office supplies and routine building maintenance materials (cleaning, supplies, etc.)
- Maintain office records in compliance with the approved record retention policy.
Facility Operations
- Coordinate building maintenance and services with the facilities manager (e.g., HVAC, lighting, plumbing, landscaping, etc.)
- Coordinate (with Lead Master Gardener) the Spring and Fall clean-up and replanting of the Nick Bradshaw Memorial Garden.
Program/Production Support (theatre/film/concert)
- Serve as WP representative to play/musical publishing houses.
- Assist Artistic Director with acquiring perusal copies of plays /musicals and distribution to the artistic team.
- Assist with securing performance rights and administration of production licensing/royalty contracts.
- Assist with booking films with distributors.
- Assist with concert bookings and administrative tasks.
- Order scripts for each production.
- Provide administrative support for auditions.
- Coordinate with Producer and Director to provide administrative support as necessary.
Board Administrative Support
As needed, provide administrative support and assistance to board members and other volunteers responsible for Wimberley Players' functional areas.
- Assist with scheduling and preparation for board meetings (i.e., meeting set up, Zoom scheduling, and hosting)
- Assist with monthly newsletters and periodic email blasts using online platforms (e.g., Constant Contact).
- Assist with the website (Wix), as directed by Marketing Team.
- Assist with mailings, reports, and data.
- Assist with Annual Member/Donor Meeting preparation and event.
Other Duties
- The Board may assign other duties reasonably related to the administration of the Wimberley Players.
- Collaborate with Board and volunteers to identify opportunities for improving programs, processes, and procedures.
Wimberley Players
The Wimberley Players are a non-profit theatre serving the Central Texas area, with five main stage productions each year, various secondary offerings, and community outreach programs. The Wimberley Players present inspiring, entertaining performances and programs that unite a diverse community through live theatre, events, and education. Founded in 1979, it is the oldest nonprofit in Wimberley. Its current location on 450 Old Kyle Rd, five blocks east of Wimberley Square, welcomed its first audiences in 2006. The Wimberley Players are committed to fostering a sense of community with all people of diverse racial, ethnic, economic, and LGBTQIA+ backgrounds.
Please send resume and cover letter to
For questions please call 512-847-0575
