Position Overview
Cedar Rapids Opera is seeking an exceptionally organized professional who enjoys creating order from complexity. The Company & Education Manager serves as the operational backbone of the organization, helping ensure that artists, productions, educational programs, events, and administrative systems are coordinated with professionalism, accuracy, and attention to detail.
Working closely with the General Director, Artistic Director, Advancement & Marketing Manager, Production Management, Production Stage Management, artists, volunteers, interns, and community partners, this position supports the daily administrative operations of Cedar Rapids Opera while helping create an outstanding experience for artists, audiences, donors, and educational partners.
The Company & Education Manager coordinates artist administration, educational outreach logistics, company records, production documentation, event operations, and administrative support while continually improving the systems that keep the organization running efficiently.
This position reports directly to the General Director and is expected to become an increasingly important operational leader as Cedar Rapids Opera continues to grow.
Key Responsibilities
Company Management & Artist Administration
Assist with the coordination of artist administration throughout each production season.
Responsibilities include:
- Assist with preparing, distributing, and maintaining artist contracts and related employment documents.
- Maintain complete artist files, including contracts, tax documents, biographies, headshots, travel information, payment records, and other required paperwork.
- Assist with coordinating artist travel, lodging, housing, itineraries, and arrival logistics.
- Maintain master production schedules, company contact lists, and organizational calendars.
- Work collaboratively with the Artistic Director, Production Management, and Production Stage Management to ensure rehearsal schedules, daily call sheets, and production information remain accurate and current.
- Organize company forms, production paperwork, and archival records before, during, and after productions.
- Assist with coordinating orchestra, production, vendor, and artist documentation as assigned.
- Serve as a staff resource for artists by answering logistical questions and ensuring they receive timely operational information throughout their engagement.
Education & Community Outreach
Help coordinate the administrative and logistical implementation of Cedar Rapids Opera's educational programming.
Responsibilities include:
- Coordinate scheduling with schools, libraries, and community organizations.
- Maintain education performance calendars and touring schedules.
- Assist with preparing and distributing confirmation materials, study guides, invoices, and educational resources.
- Coordinate communication with teachers, librarians, and community partners.
- Track attendance, student participation, and program statistics for grant reporting.
- Assist with educational program evaluation and data collection.
- Help coordinate logistical needs for touring artists and educational performances.
- Maintain organized records of outreach activities and community partnerships.
Administrative Operations
Provide administrative and organizational support that allows the organization to operate efficiently.
Responsibilities include:
- Serve as the first point of contact for many general office inquiries.
- Assist in maintaining the company calendar by scheduling meetings, coordinating appointments, managing production timelines, and helping organize organizational priorities.
- Help prioritize incoming requests and maintain an organized workflow for the administrative office.
- Maintain company filing systems, both physical and digital.
- Develop and improve organizational procedures and administrative systems.
- Assist with office supply ordering, equipment inventory, and general office organization.
- Maintain shared calendars, organizational templates, and administrative records.
- Assist with correspondence and routine administrative communications.
Financial & Bookkeeping Coordination
Support the financial administration of the organization by maintaining accurate documentation and communication.
Responsibilities include:
- Collect, organize, and submit invoices, receipts, reimbursement requests, and supporting documentation to the contracted bookkeeper.
- Communicate regularly with the contracted bookkeeper to ensure financial records remain organized and complete.
- Assist with tracking outstanding invoices, artist payments, and vendor payments.
- Maintain organized records of artist payment schedules and contract obligations.
- Assist with budget tracking spreadsheets and financial reporting as assigned.
- Help ensure required documentation is available for audits, grant reporting, and financial review.
Event & Production Operations
Assist with the successful execution of productions, fundraising events, educational programs, and community activities.
Responsibilities include:
- Assist with planning and coordinating productions, receptions, fundraising events, and community engagement activities.
- Help coordinate artist hospitality, volunteer support, and backstage logistics.
- Assist with preparing event timelines, operational checklists, and production documentation.
- Attend performances, fundraising events, educational outreach activities, and selected rehearsals as needed.
- Assist with post-event follow-up, recordkeeping, and organizational wrap-up.
Organizational Collaboration
- Work collaboratively with the General Director, Artistic Director, Advancement & Marketing Manager, Production Management, and Production Stage Management to advance organizational priorities.
- Occasionally supervise interns, volunteers, or project assistants.
- Assist with special projects that strengthen organizational effectiveness.
- Look for opportunities to improve efficiency, documentation, and organizational workflow.
- Contribute positively to a collaborative, mission-driven workplace culture.
- Represent Cedar Rapids Opera professionally when working with artists, patrons, volunteers, schools, community partners, vendors, and donors.
Qualifications
Required Qualifications
- Associate's or Bachelor's degree, or equivalent professional experience.
- Two or more years of experience in office administration, arts administration, event coordination, production management, education administration, or a related field preferred.
- Exceptional organizational and time management skills.
- Outstanding attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Strong proficiency with Microsoft 365, including Excel, Word, Outlook, and SharePoint/OneDrive.
- Experience creating and maintaining spreadsheets, calendars, databases, and administrative systems.
- Ability to manage multiple projects while consistently meeting deadlines.
- Strong customer service skills and professional judgment.
- Ability to handle confidential information with discretion.
- Valid driver's license and reliable transportation.
Preferred Qualifications
- Experience working with a performing arts organization, nonprofit organization, or educational institution.
- Familiarity with opera, orchestra, theatre, dance, or other performing arts production schedules.
- Experience coordinating artists, performers, or independent contractors.
- Experience planning events, productions, or educational programs.
- Familiarity with CRM systems such as Neon CRM.
- Experience working alongside bookkeepers or accounting professionals.
- Experience supervising interns or volunteers.
- Knowledge of nonprofit operations and grant-funded programming.
Schedule & Work Environment
- Part-time position averaging approximately 20 hours per week.
- Primarily office-based in Cedar Rapids with a flexible weekday schedule coordinated with the General Director.
- Additional evening and weekend hours will occasionally be required during productions, performances, educational outreach activities, fundraising events, and other company functions.
- Occasional travel throughout Eastern Iowa for educational programming and community engagement.
- As a small nonprofit organization, staff members occasionally assist outside their primary responsibilities in support of the organization's mission and overall success.
Compensation
- $16.00-$20.00 per hour, depending upon qualifications and experience.
- Paid Time Off in accordance with Cedar Rapids Opera personnel policies.
- Professional development opportunities.
- Complimentary admission to Cedar Rapids Opera productions and events.
About Cedar Rapids Opera
Cedar Rapids Opera advances opera as a vital, living American art form while developing the artists who create it and the audiences who support it. Through professional productions, educational programming, artist training initiatives, and community engagement, Cedar Rapids Opera serves thousands of audience members and students throughout Eastern Iowa each year.
Cedar Rapids Opera is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status under applicable law.
Pay: $16.00 - $20.00 per hour
Benefits:
Work Location: In person
