Position Overview
The Omaha Conservatory of Music is seeking an experienced and highly organized Business Operations Specialist to support organizational operations, executive coordination, project management, development and grant operations, marketing coordination, and systems improvement.
This position is ideal for an operations professional who enjoys building systems, improving workflows, creating structure, and helping an organization operate more effectively. The role balances day-to-day coordination with ownership of processes, tools, automations, documentation, and cross-functional projects.
The Business Operations Specialist will partner closely with organizational leadership to design, implement, document, and maintain systems that support the Conservatory’s long-term success.
About the Role
The Conservatory is entering a period of operational growth, transition, and system-building. We are looking for someone who is energized by improving how work gets done and creating processes that will continue to support the organization beyond the term of the position.
The scope of the role may evolve based on organizational needs, individual strengths, and demonstrated capability.
Key Responsibilities
Executive Coordination and Follow-Through
- Coordinate the Executive Director’s calendar needs, meetings, and follow-up activities.
- Prepare meeting agendas based on organizational priorities, decisions, and action items.
- Attend leadership meetings and document clear notes, decisions, owners, and deadlines.
- Prepare and distribute meeting summaries and follow-up communications.
- Coordinate donor meetings and leadership communications as needed.
- Help ensure meetings result in clear action, ownership, and accountability.
Organizational Coordination and Project Management
- Maintain organizational calendars, recurring schedules, and project-tracking tools.
- Monitor operational, editorial, fundraising, marketing, and grant timelines.
- Track deadlines, action items, project owners, and progress across departments.
- Coordinate the implementation of operational initiatives developed by leadership.
- Follow up with employees, departments, consultants, and vendors to keep work moving forward.
- Identify and escalate roadblocks before they affect project timelines.
- Document processes, workflows, and recurring organizational systems.
Development and Grant Operations
- Support donor stewardship workflows, solicitation calendars, and follow-up processes.
- Build and maintain donor reports, CRM automations, and development-tracking tools.
- Coordinate donor meeting scheduling and information requests.
- Monitor grant calendars, application deadlines, and reporting requirements.
- Coordinate internal requests for grant-related information.
- Support communication among internal stakeholders, consultants, and grant writers.
- Help ensure development and grant-related follow-up is accurate and completed on time.
Marketing and Communications Coordination
- Serve as the primary internal coordinator for the Conservatory’s marketing agency.
- Manage incoming marketing and communications requests from employees.
- Collect stories, photographs, and content from faculty, students, and families.
- Coordinate approvals, deadlines, and internal content needs.
- Schedule approved communications and routine organizational announcements.
- Upload content into approved templates and assist with routine website and newsletter updates.
- Create basic presentations, flyers, and other materials using approved templates.
Systems, Process Improvement, and Technology
- Maintain shared operational resources, templates, contact lists, and Google Drive organization.
- Create and maintain CRM automations, reports, dashboards, and tracking tools.
- Identify opportunities to improve workflows and reduce duplicative administrative work.
- Learn and implement systems and tools that improve organizational efficiency.
- Use technology and AI-supported tools to assist with reporting, documentation, and process improvement.
- Partner with the Director of Operations to support automation, standardization, and continuous improvement.
Collaboration
This position works closely with a variety of internal and external partners, including:
- Executive Director
- Director of Operations
- Development Team
- Leadership Team
- Marketing Agency
- Department Chairs
- Faculty and staff
- Consultants and vendors
- Donors and board members
- Community partners
Qualifications
Education
An associate’s or bachelor’s degree is preferred in one of the following areas:
- Business administration
- Operations
- Communications
- Project management
- Arts administration
- Nonprofit management
- A related field
Equivalent professional experience may also be considered.
Experience
- Three to five or more years of experience in business operations, executive operations, project coordination, process improvement, administrative operations, or a similar role.
- Experience in corporate operations, business operations, or project management is preferred.
- Experience supporting executives, leadership teams, or cross-functional departments is preferred.
- Experience creating or improving workflows, templates, reports, automations, standard operating procedures, or organizational systems is preferred.
- Experience in a nonprofit, arts, education, or community-based organization is helpful but not required.
Technical Skills
- Experience using project-management systems such as Asana or a similar platform.
- Experience with CRM systems, donor databases, dashboards, reports, or automations is preferred.
- Proficiency with Google Workspace, Microsoft Office, and shared-document systems.
- Ability to learn new systems, software, and technology quickly.
- Comfort using technology and AI-supported tools to increase efficiency and reduce manual work.
Core Competencies
The successful candidate will demonstrate:
- Strong organizational and time-management skills.
- High attention to detail and a systems-oriented mindset.
- Exceptional follow-through and dependability.
- Ability to manage multiple priorities, deadlines, and stakeholders.
- Strong written and verbal communication skills.
- Proactive problem-solving and a continuous-improvement mindset.
- Ability to bring order and structure to complex situations.
- Comfort working with individuals at all levels of an organization.
- Ability to take initiative while recognizing when direction or approval is needed.
- A positive, collaborative, and service-oriented approach.
What Success Looks Like
Success in this role will include:
- Timely and effective coordination of executive, operational, development, grant, and marketing priorities.
- Accurate and consistent maintenance of calendars, reports, workflows, documentation, and project-tracking tools.
- Improved follow-through on action items, deadlines, and cross-departmental projects.
- Successful implementation and maintenance of organizational systems, templates, automations, and processes.
- Timely and professional communication with employees, leadership, consultants, donors, and external partners.
- Completion and documentation of processes that support continuity beyond the term of the position.
- Positive working relationships across departments and with external partners.
Decision-Making and Autonomy
The Business Operations Specialist will:
- Independently manage day-to-day coordination, project tracking, follow-up, and logistical decisions.
- Identify potential issues, recommend solutions, and escalate roadblocks before they affect timelines.
- Exercise sound judgment when organizing work, managing deadlines, and coordinating stakeholders.
- Escalate complex operational, donor-related, strategic, or sensitive matters to leadership.
- Take increasing ownership of systems, processes, and cross-functional coordination as the role evolves.
Physical and Schedule Requirements
- Ability to work a full-time schedule.
- Ability to work at a computer for extended periods.
- Ability to communicate effectively in person, by phone, and through digital communication tools.
- Ability to move throughout the building as needed to support meetings, events, and operational activities.
- Flexibility to occasionally support evening or weekend activities.
Additional Information
This is a full-time, benefits-eligible, fixed-term position anticipated to conclude in May 2028.
This job posting is not intended to provide an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may evolve based on organizational needs.
The Omaha Conservatory of Music is an equal opportunity employer and values diversity at all levels of the organization.
Pay: $50,000.00 - $55,000.00 per year
Benefits:
- 403(b)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Education:
Experience:
- related: 3 years (Required)
Work Location: In person
