Operations Manager

Position Summary:

The Operations Manager plays a vital role in ensuring the smooth daily and long-term operations of BYC. This person supports the Executive Artistic Director (EAD) by managing administrative functions, logistics, communications, and fundraising initiatives.

The ideal candidate is highly organized, proactive, and detail oriented, capable, confident, and able to work independently while maintaining strong relationships with families, staff, and donors. This role requires flexibility, as responsibilities cycle throughout the year due to timing of enrollment periods, concerts, and fundraising events.

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About Bellevue Youth Choirs:

Founded in 2012 as Bellevue Girlchoir, Bellevue Boychoir soon followed, and in 2016, Bellevue Youth Choirs (BYC) became a nonprofit. BYC offers multiple choir levels for youth from PreK through 12th+ grade, focusing on musicianship, vocal technique, and performance skills. Choristers participate in mainstage concerts, outreach events, and collaborations with renowned musicians and ensembles. Our season follows Bellevue School District and runs from September through mid-June.

Mission:

At Bellevue Youth Choirs, we believe in music’s power to transform youth. Our mission is to create a joyful, inclusive community with exceptional musicianship training and performance opportunities.

Reports To:

Executive Artistic Director (EAD)

Key Responsibilities (In Order of Priority):

Family Communications & Parent Portal Management:

• Serve as the primary point of contact for family inquiries, providing timely and excellent customer service.
• Oversee the parent portal, including billing, monthly payments, onboarding new families, enrollments, withdrawals, and event reminders.
• Data entry to maintain up-to date chorister records.

Administrative Support:

• Schedule and attend weekly in-person meetings with the EAD to review priorities and progress.
• Oversee front desk administrative staff , ensuring smooth daily operations and assisting with scheduling substitutes as needed.
• Manage organizational tasks and deadlines efficiently.

Concert & Event Support:

• Provide front-of-house management at mainstage concerts, coordinating volunteers and logistics.
• Assist with audition scheduling and serve on-site during auditions to assist with onboarding of new families.
• Support concert, retreat, and tour logistics, including vendor coordination, volunteer management, and preparation of materials.

Fundraising & Grants:

• Organize and oversee fundraising events.
• Pursue creative avenues for additional fundraising including sponsorships and local business ad sales for additional revenue.
• Assist with grant identifi cation, writing, and reporting in collaboration with the EAD.
• Cultivate and maintain strong relationships with donors and sponsors.

Operational Logistics:

• Maintain and improve internal systems to enhance effi ciency.
• Coordinate scheduling and logistics for tours and community outreach events.
• Assist with marketing initiatives for open enrollment periods.
• Collaborate with the EAD on special projects as needed.

Qualifications:

• Proven experience in an administrative, operational, or managerial role (nonprofit or performing arts organizations preferred).
• Ability to balance long-term strategic planning with day-to-day administrative needs.
• Outstanding organizational skills with the ability to manage multiple priorities and deadlines.
• Strong interpersonal and public communication skills, both written and verbal.
• Proficiency with technology, including email platforms, scheduling tools, and CRM systems - or the ability and willingness to learn new systems quickly.
• Self-motivated, resourceful, and able to work independently.
• Experience in event planning, fundraising, or grant writing is a plus.

Hours & Compensation:

• Average of 30 hrs/week, though some evenings and weekends required, 30 hr/week schedule will still be maintained.
• 75% remote work, 25% in-person, including three mainstage concerts (Saturdays), auditions, and one rehearsal night per week (Tuesdays and/or Wednesdays, 4–8 PM). Weekly in-person meeting with the EAD
• Salary: $48,000/year ($4,000/month).
• Vacation: 4 weeks annually + 1 week during BYC office closures (last week of December) + public holidays.
• Probation Period: 60-day evaluation period.

Benefits:

• Work with a vibrant, growing organization making a positive community impact.
• Flexible work environment, especially during the school breaks including summer when nearly all work can be remote.
• Supportive and collaborative team culture.
• Professional development opportunities.

To Apply:

Interested candidates should submit the following to kayla@bellevueyouthchoirs.org:

• A cover letter clearly describing your personal goals and interest for the position
• Resume
• List three professional references with phone and email contacts, and description of the relationship (References will only be contacted in the final stages of the application process)

Applications will be reviewed on a rolling basis until the position is filled.