Title: Operations Coordinator
Supervisor: Executive/Artistic Director and WWCMF Board
Date Written: August 2017
The Walla Walla Chamber Music Festival (WWCMF) Operations Coordinator will be an independent, self-starter who supports the Executive/Artistic Director (ED/AD) and the Board of Directors by taking on various responsibilities related to office management, festival coordination and festival promotion. They will work a mixture of part-time and full-time hours.
Essential Job Functions:
- Fulfills daily office responsibilities: retrieves mail, answers phones, responds to emails, orders supplies, and maintains (physical and digital) files, inventories and archives, including daily back-ups.
- Helps to prepare, assemble and distribute material for Board and committee meetings.
- Maintains the festival calendar, working with the ED/AD to coordinate logistics for visiting artists and assists with artist travel, housing and transportation arrangements as needed.
- Assists the ED/AD on a continuous basis.
- Organizes the service and maintenance of office equipment.
Database Management and Ticketing
- Updates and maintains database information, including the festival’s internal (Board, staff, artists, vendors, venue partners, hosts and volunteers) and external (donors, patrons, newsletter) mailing lists.
- Tracks ticket sales through website and handles cash sales through telephone orders and walk-ins.
- Generates ticket sales reports, donation reports, event check-in lists, and other reports as requested.
- Maintains database of festival volunteers and hosts while actively recruiting new volunteers.
Marketing, Communications, and Sales
- Sells program ad space to current advertisers and seeks new advertisers when directed for two program books annually.
- Prepares, sends and tracks invoices for ad sales.
- Maintains and adheres to schedule of press deadlines for festival materials and media
- buys (electronic, print and broadcast).
- Coordinates and distributes promotional print materials (rack cards, posters).
- Coordinates festival mailings (physical and electronic).
- Coordinates prompt acknowledgement and appreciation of sponsors and donors; ensures festival compliance with donor/sponsor’s requirements.
- Ensures private, corporate and foundation donors and funders are acknowledged promptly and personally.
- Ensures all festival and website promotional information is current and ready for use.
- Monitors and maintains festival presence on social media sites (Facebook, Twitter, Instagram, etc.) in coordination with the ED/AD and Marketing Committee Chair.
- Assists ED/AD and Marketing Committee as needed.
- Maintains and executes the festival production schedule in coordination with the ED/AD, Board, staff and volunteers.
- Attends all WWCMF festival concerts and community events. Must be able to work nights and weekends during the festivals (four days mid-January; and four weeks during the month of June).
- Coordinates onsite audience and stage setup/teardown, managing a roster of volunteers and ensuring access to the necessary equipment (chairs, stands, tables, tablecloths, signage, etc.)
- Acts as front-of-house during all shows and outreach events. Staffs the check-in/cash sales table.
- Assists the ED/AD as needed.
Skills, Experience, and Education Requirements:
- Must be prompt, reliable, discreet, trustworthy and motivated to work independently with limited supervision. Must possess a strong work ethic.
- Must have excellent customer service, organizational and time management skills.
- High level of computer efficiency, proficiency with Microsoft Word and Excel, and willingness to learn new software skills.
- Must have excellent written and oral communication skills.
- Experience in training and supervising volunteers of all ages a plus.
- Graphic design skills a plus.
- Experience working with performing arts organizations is a plus.
- Love of and appreciation for music is desirable.
- Bachelor’s degree preferred.
About the Festival
Founded in 2007, the Walla Walla Chamber Music Festival (WWCMF) presents more than 40 public performances annually in the charming agricultural community of Walla Walla, Washington. The goal of the Festival is to deepen the understanding and appreciation of classical chamber music while forging connections between musicians, audiences, venues and the greater community. To accomplish this goal, WWCMF emphasizes the Process of making music over the Product of musical performance. As a result, Festival events appeal to the seasoned chamber music aficionado and newbie alike.
More than half of WWCMF’s programming is presented free of admission. Daily Open Rehearsals take place in a variety of public venues like downtown shops, cultural institutions such as the Fort Walla Walla Museum and even the terminal of the Walla Walla Regional Airport. Children’s concerts under the title, Sounds Like Fun!, are presented in established community centers such as the public library and the YMCA. Finally, targeted outreach performances bring chamber music to parts of the community who might not otherwise have access such as veterans and patients at the Jonathan M. Wainwright VA Medical Center.
The Festival’s suite of ticketed evening performances builds on the groundwork laid by the free community events. The Portrait of an Artist Series focuses on an individual musician, who they are, where they are from, in essence, what makes them tick. The Tasting Music Series devotes its attention to a single musical work, taking it apart and playing musical examples to provide a deeper context for listening. The Festival Series is the centerpiece of WWCMF. Open Rehearsals, Portraits, Tastings and the journey of musical Process find fulfillment on the concert stage, contrasting the newest musical trends with the great works of the past. Special Events, including the signature Collage performance in June, explore big topics and offer audiences the chance to go even deeper into the world of classical chamber music.
In a typical season, the musicians of WWCMF perform in well over 20 different venues throughout the community. In this way, the Festival becomes a portrait of the community itself. Additionally, the roster of some 25 to 35 internationally acclaimed musicians live in Walla Walla during the Festival, staying with local hosts. Over 28 event days in January and June, the Festival creates an immersive musical experience for performers and locals and visitors to the Walla Walla Valley.
WWCMF is built on the belief that art is essential to community. While this belief is by no means unique among arts organizations, the architecture of WWCMF is in large part a response to challenges facing classical music in the 21st century. The Walla Walla community has embraced the format, and classical music is alive and well in southeastern Washington.