Mar 10, 2018 - Review voicemail messages unrelated to box office reservations in a timely manner ... Applicants must pos
Carrollwood Players, Inc. Request for Submissions
Administrative Director
The mission of Carrollwood Players, Inc. is to promote a greater knowledge of theatre arts and skills, to increase accessibility to live theatre for people from all backgrounds, to foster creativity, artistic expression, learning, and the exchange of ideas, and to present quality, affordable entertainment created by and for members of the community. 10 March 2018
POSITION DELIVERABLES The contract position of Administrative Director (AD) will be selected by the Carrollwood Players Board of Directors (BOD), and shall be responsible for the following deliverables: Fundraising
The AD shall be responsible for raising funds to help support Carrollwood Players Theatre. As such, the AD will identify potential sources of funds - including but not limited to direct giving, sustained giving, planned giving, fundraising events, and corporate or government grants. The BOD will work with the AD to provide all necessary information to apply for any and all grants for which CWP is eligible. NOTES: Funds raised pursuant to Official Fundraising Committee events shall not count towards the amount raised by the AD. Overall Theatre Management The AD will be responsible for multiple aspects of the theater, and shall solicit volunteers when and where appropriate to meet the deliverables. ● Box Office Management -- the AD shall ensure, either him/herself or through recruiting volunteers: ○ The timely processing of all reservations and seat assignments via voicemail and email ○ The proper issuance of all comp tickets pursuant to the CWP comp ticket policy ○ Proper front-of-house staffing and volunteers for all performances, or find a volunteer if he/she is unable to man the box office ○ The outgoing voicemail message on the information line is up to date, and changed as needed ○ All messages sent to the boxoffice@ email address are read and appropriate replies are provided. ● House Management -- the AD shall ensure, either him/herself or through recruiting volunteers: ○ The concession stand is fully stocked for every performance ○ There are sufficient and appropriate funds for the box office, concessions, and coin banks, and work with the treasurer to replenish as needed ○ All deposits from each performance are correctly prepared for the treasurer
● Facility Management -- the AD shall ensure, either him/herself or through recruiting volunteers: ○ The facility is well maintained and cleaned, by working with the independently hired cleaning crew and the BOD for any necessary repairs ○ The proper management of the official CWP calendar, including processing all requests for space Communications To ensure proper communications, the AD will, either him/herself or through recruiting volunteers: ● Work with the President and Vice President to answer email communication sent to the info@ email address in a timely manner. ● Check the PO Box at least three times per week and on-site mailbox whenever on-site, to ensure all material is directed to the appropriate person ● Review voicemail messages unrelated to box office reservations in a timely manner, or will work with the appropriate BOD member to ensure the messages are returned The AD, either him/herself or through recruiting volunteers, will also maintain the official list of season ticket holders, season pass holders, and members, and mail out new tickets/passes as needed. Board Relations The AD will ensure the BOD fulfills its duties. To do so, the AD will work with ● The marketing chair to ensure marketing tasks are being completed ● The fundraising chair to ensure fundraising events are properly supported ● The volunteer coordinator to recruit and train new volunteers, especially working to identify small tasks that can be given to single individuals (“one job”) so as not to overwhelm them ● The production team leaders to ensure their teams are following the established procedures ● The Treasurer to ensure accurate record keeping ● The President on any other related duties as directed by the Board of Directors
QUALIFICATIONS Minimum Qualifications Potential candidates must be a college graduate with at least one year of previous experience in an administrative position. Work experience equivalent to a college degree will be considered. Higher consideration given to applicants with education/experience specifically related to non-profit management and/or arts administration. Must have experience in community theater in any capacity. Candidates must have experience coordinating volunteers, if volunteers will be used to deliver services outlined above Preferred Qualifications The preferred candidate will additionally have related work experience in: grant writing, fundraising, and/or community theater leadership (regardless of compensation). Further preference will be given to candidates with: ● Experience with using and administering TicketLeap or similar online ticketing system ● Experience with using and administering Clover or similar POS system ● Experience handling cash and credit card transactions ● Experience with Microsoft Office and Google Docs Supplementary Qualifications Additional consideration will be given to candidates with experience within the Tampa theatre community and knowledge of Carrollwood Players. Selected candidate will report to the Board of Directors, must be capable of working on a team, independent of supervision. Applicants must possess a valid driver's license and have a good driving record.
NOTE: Carrollwood Players reserves the right to conduct a credit and/or background check as well as screening for illicit substances as part of the contracting process.
COMPENSATION This position will be for up to twenty-four weeks (six months), with review at twelve weeks. The review can result in - termination of contract, reduction of stipend by 50%, or continuation. The AD shall be paid a stipend of $500 per week, paid every other Friday, up to $12,000 and will receive a commission of 10% funds raised above this amount.
CARROLLWOOD PLAYERS’ VALUES Carrollwood Players, Inc. is an equal opportunity employer committed to conducting all activities of this organization with fairness, honesty, respect, transparency and inclusiveness. Ever mindful of these core values, Carrollwood Players maintains the following practices: ● ● ● ● ●
Fairness in casting and all other opportunities for involvement. Honesty in financial dealings and all business affairs. Respect for all volunteers, participants, and patrons. Transparency of all board activities, meetings, and decisions. Inclusiveness in all theatre activities, committees, productions and events.
All participants at Carrollwood Players, regardless of their role, are expected to conduct themselves at all times with these core values in mind.
