Managing Director


Job Description

The Managing Director works in partnership with the Artistic Director and the Controller and is responsible for building an effective team internally and cultivating a committed team to act externally in the community at large, as well as, supervising all aspects of operations, marketing, development, general administration, and human resources. The Managing Director will ensure the integrity of the operational processes and policies for the organization as well as manage the day-to-day operations alongside the staff.  It is within control of the Managing Director and Artistic Director to implement the given budget, operate within it, and make programming decisions based on it. They seek recommendations from and make recommendations to the Controller and the Board of Director for future budgets.

Immediate Supervisors:    CYT Board of Directors - Board Chair / accountable to Artistic Director and Controller

Direction To:  Staff - Class, Show, Camp and Chapter Coordinators, Director of Marketing and Development, Box Office Coordinator, Storage Coordinator

Job Classification / Hours: Part-time. A range of 20-25 hours per week, fluctuates with season

Qualifications
    • Must have a humble and teachable spirit that is concerned with sharing the love of Christ in word and deed to all affected by the organization.
    • Experience in the following areas is preferred: Human Resources, Management, Non-Profit Organizations
    • Must understand CYT's Mission Statement and Values and Objectives and be willing to incorporate them when performing job-related tasks.
    • Must have education and experience in business administration with strong management and organizational skills, as well as financial understanding of the company.
    • Must have a strong appreciation for the arts and a willingness to learn practices and trends that are specific to running a business in the arts field.
    • Proven ability to work in an environment with limited resources. 
    • Strong analytical, organizational, and project management skills. 
    • Ability to work independently and on a team.
    • Creative and resourceful problem solver.
    • Excellent written and verbal communication skills.
    • Ability to work with diverse stakeholders at all levels, for example: Staff, BOD, Donors, Vendors, Contractors, and Volunteers.
    • Must have desire and ability to be trained in the CYT-required computer programs and systems.

Behavioral Standards -

Christian Youth Theater is dedicated to developing character and creativity in kids of all ages through quality theater arts training that brings families and communities together while reflecting the Creator.
    • Demonstrate an understanding of CYT’s Mission Statement and Values by incorporating them when performing job ­related tasks. 
    • Adhere to CYT’s Commitment to Character. 
    • Acknowledge CYT’s goal to conduct all business through the lens of strong, moral character and agree to perform all job­ related duties in support of this goal. 
    • Work well with other people as a leader and as a team member. 
    • Commit to maintain the highest levels of ethics and professionalism.

Job Responsibilities | Tasks

Recurring Weekly Administrative Work
  • Staff Support Email & Calls. Supporting Staff in their task accomplishment. Providing training, tech support, info, advice, resources, and follow-up on action steps.
  • AD/MD Contact. Check in with AD, collaborate, stay on the same page. Support AD with information, technology, and follow-up tasks.
  • Controller Contact: Phone calls and email with controller. Tracking income & expenses, GL accounting, and expense authorizations.
  • Customer Service Email & Voicemail. Respond to contact from the CYT community.
  • Processing invoices, receipts. Receiving and processing invoices, reimbursement requests, deposit audit forms, receipts, etc. Scanning into drive for controller. Forwarding to the appropriate party for resolution or resolving.

Recurring Monthly Administrative Work
  • Staff Meetings. Preparation and meeting for staff alignment, planning, and development.
  • Board Meeting. Preparing for and attending board meetings.
  • Communication and marketing. As needed, work with coordinators and marketing director to keep our families and the community informed of pertinent CYT information.
Recurring Session Work (Quarterly)
  • Budget Review with Controller. Review budgets for the session.
  • Session Calendar Meeting. Working with AD and Coordinators to finalize the session calendar for all classes/showcases, rehearsals, events, productions, and meetings. Updating master calendar and adding events to the CYT website.
  • Submit show queries and process show contracts. Submit requests for rights to perform upcoming shows, process contracts, submit for payment, pass on pertinent information to appropriate staff members (i.e. program/advertising requirements).
  • Order Production Scripts & Music. Processing orders for scripts, orchestration, rehearsal and performance tracks, etc. as needed for show.
  • Process Venue Contracts. Find venues as needed and compare costs. Send facility requests (with input from Class and Show Coordinators and AD). Process, update, sign, and submit for payment contracts for class and show venues.
  • Venue Liaison. As needed, communicate with venue management in setting up and arranging usage details. This responsibility is shared with class and show coordinator, but ultimately the venue budgeting/cost of adding time/space is in control of MD.
  • Process Hiring Docs. Develop and send out hiring packets to new employees. Receive, scan, and file. Remind late submitters. Update payroll documents as needed. Prepare session teaching agreements and artistic agreements.
  • Maintain Payscale Grid. Update master payscale grid for all current employees.
  • Process Session background checks. Ensure staff/employees/volunteers are current.
  • Staff/Teacher Training Meeting. Prepare for and attend quarterly teacher training event to cover policies, procedures, pay, documents, and training/reporting (mandated reporter, etc.)
    POS Management. Prepare POS devices (Square) for production runs. Update pricing, tech, train volunteers on how to use it. Get cash from the bank and prepare cash boxes for shows (PR, Ticketing, Concessions) showcase (PR/Concessions) and classes (snacks).
  • Schedule Staff Meetings. Work with AD to schedule staff meetings, communicate dates and reminders to staff. Secure location.
  • Audition and Parent Meeting Support: Support Show Coordinator as needed in all things necessary for the start of the show session. Present as parent meeting regarding show budgets, reseller ticketing, etc.
  • Program Production. Assist program creator as needed. Find a program creator, volunteer or handle yourself. (Has also been handled by some show coordinators if willing/able.) Coordinate with the print vendor if printing. Create ad submission form and upload to website, track program ads, update Airtable for invoicing (Controller).
  • Comps and Discounts and Contests. Approve and process any ticket comps, class comps, group discount codes. Create codes, enter into the system, and send codes to the person(s) needing them. Follow up with raffle winners for delivery of prizes. Keep record of raffles for annual raffle reporting. Administer ticket contests for the shows.
  • Website Maintenance. Support show and class coordinators as needed in building a new session, creating classes, and shows. Ensure correct ticketing information, prices, capacities, and dates are in the session. Create seating charts for show venues and upload to the website. Ensure graphics and banners are up to date. Pull down old information as needed. Update and create event pages as needed for session special events. Ensure the branch website presents the most current information and make sure it flows smoothly.
  • Show Budget. Meet with the Controller and Show Coordinator to go through the budget for the upcoming show, giving them everything they need to be effective with their team chairs and parent teams. Submit ticket information to the Controller for box office reports. 
  • Show Tech Acquisition. Work with the tech team to research and price any tech gear needed for shows. Assist in rental reservations if necessary. Arrange for pick up and return if necessary.
  • Supervise storage. Support storage coordinator as needed. Keep a roster of tech equipment owned by the branch, where it is located, and who is responsible for it if it is not in storage. Assist in renting out tech equipment if needed.
  • Unpaid balance tracking. Follow up with parents who have outstanding payments due.
  • Scholarship Requests. Review and approve scholarship requests, maintain tracking, and issue codes. 

As Needed
  • Program Cost Analysis. Advise on profitability of a certain class, minimum enrollment needed to keep it open.  Provide cost estimates to AD on programming ideas in terms of enrollment, facilities, other costs.
  • Budget. Communicate with staff to ensure they are staying within budget in their respective areas. Break down overall budget categories between employees as necessary (i.e. office supplies, gifts).
  • Merchant Services Support. Resolve any tech or customer service issues with Authorize.net, Transnational Payments, website payment services, etc.
  • Website Tech Support. Support Staff and Families with any website issues. As needed, create training documents and videos to make navigation the website easier. As needed, contact national tech support with technical issues, bugs, features requests, or for assistance.
    Staff Training on Tech. On-ramping new staff to website, setting up new email accounts, training on POS, Slack, Airtable, etc.
  • Prepare and Update Forms and Airtable Bases. Provide needed forms for branch functions, update as needed.(Scholarship requests, 
  • Process refunds as needed in the event of cancelled events, classes, etc. 
  • Account Research and Resolution. As needed, research and resolve billing and account issues, including taking payment, issuing refunds, or credits. 
  • Manage and Update Phone System. Update voicemail messages, add staff, etc.
  • Oversee data security. 
  • Oversee Insurance Policies. Review insurance policies as needed.
    Maintain and Update Job Descriptions. Assist with staff performance evaluations. 
  • Collaborate with the Controller on all required reporting (city/state/federal, work comp audits, licenses, etc.).
    Hiring Meetings. Coordinate with AD on interviewing potential staff members. 
  • Conflict Management and Resolution.

Access:  Website, Email, Drive, Banking Account, Credit Card, official ability to act on behalf of business in financial matters (like PPP, taxes, grants, etc.)
Events: Board Meetings, Staff Meetings, Showcases, Shows, Parent Meeting Each Show, Teacher Meetings.

Folsom Chapter Coordinator & Storage Coordinator

Job Responsibilities - Chapter Coordinator
The Chapter Coordinator acts as a liaison between the families and the staff. This role provides management and on-site supervision for the local CYT Chapter and maintains close communication with the Artistic Director and the Managing Director. The Chapter Coordinator provides support for the teachers, artistic teams, and production teams (parent volunteers) serving as a consistent guide for the CYT program. Additionally, they work closely with CYT Staff to ensure that their Chapter is upholding the vision and mission of CYT.
Immediate Supervisor:    Artistic Director and Managing Director
Direction To:    Teachers, Artistic Teams, Production Teams, Students, Parents, Patrons.
Job Classification / Hours:  This is a part-time, hourly position. Weekly hours vary from 15-40, with the exception of tech week.
Qualifications
  • Understands and exemplifies the CYT Mission Statement and Values.Ability to be an inspirational leader, motivated communicator, positive, energetic, creative, open to new ideas, consistent in action and communication, and able to work well with volunteers and as a team.
    • Organizational skills, relational skills, and strong knowledge of CYT class and production procedures.
    • Creative and resourceful problem solver; conflict resolution skills
    • Dependable; reliable
    • Must be able to demonstrate creativity and attention to detail.
    • Must have some flexibility as weekly work hours will fluctuate (must be available to work weekends to be present at Saturday rehearsals and tech week)
Job Responsibilities  |  Tasks
    • Helps to secure and interact with classes, rehearsals, and production facilities and maintains good working relationships with venues as company representative.
    • Performs clerical duties relating to First Class Day, auditions and callbacks, general class and production activities under the supervision of the CYT Artistic Director and Managing Director.
    • Supervises the functional and organizational aspects of CYT classes.
    • Supervises the functional and organizational aspects of productions including auditions, Artistic Team meeting, Parent Team meetings, rehearsals, performances, strike, and strike party.
    • Maintains a high level of rapport with parents, students, teachers, directors, Production Team, staff, and volunteers.
    • Assists with special events and fundraisers (to be determined, as designated).
    • Attends bi-weekly staff and other meetings as designated.
    • Performs administrative duties as required.
    • Proofreads and approves, in a timely manner, all Office-generated materials relating to local Chapter.
    • Responds promptly to calls and emails.
    • Financial responsibility and stewardship of show budget and class budget.
    • Communicate with and support teachers and artistic teams.
Behavioral Standards
    • Demonstrate an understanding of CYT’s Mission Statement and Values by incorporating them when performing job ­related tasks. 
    • Adhere to CYT’s Commitment to Character. 
    • Acknowledge CYT’s goal to conduct all business through the lens of strong, moral character and agree to perform all job­ related duties in support of this goal. 
    • Ability to work well with other people as a leader and as a team member.
    • Commit to maintain the highest levels of ethics and professionalism.





Job Responsibilities - Storage Coordinator

The Storage Coordinator is responsible to organize and assign production elements (set pieces, tech equipment, costumes, props) for CYT productions, classes, camps and special events.  The SC works closely with the Class and Show Coordinators, Show Directors and Production Team Leads (Parent Volunteers) and reports to the Managing Director and Artistic Director.  

The SC is responsible to attend a Pre-Season Director’s Collaborative to be held in August.  The SC is the “stuff guru” keeping track of inventory, tagging sets/costumes/props/tech equipment to the season of shows for efficient distribution, also keeping records of where items will be used and ensuring their safe return.  The SC ensures repairs and/or replacements are made as needed.  The SC should value good stewardship to maximize use of CYT’s inventory.

This position does not replace Parent Teams. Volunteers are still the main users of materials. Rather, this position is responsible for communicating and tracking the usability of materials in storage.

Immediate Supervisors:    Accountable to Managing Director, Controller, Artistic Director, and Show Coordinator
Direction To:  Artistic Teams, Production Teams (Parent Volunteers)
Job Classification / Hours: This position is paid hourly, approximately 16 hours per session, with additional hours budgeted for off season maintenance.

Qualifications
  • Must have a humble and teachable spirit that is concerned with sharing the love of Christ in word and deed to all affected by the organization.
  • Must demonstrate an ability and willingness to work in a creative and positive manner with staff and volunteers.
  • Experience in some aspect of theater and an understanding of set and prop design requirements is a plus.
  • Must have some flexibility as work hours may fluctuate.
Behavioral Standards
  • Demonstrate an understanding of CYT’s Mission Statement and Values by incorporating them when performing job ­related tasks. 
  • Adhere to CYT’s Commitment to Character. 
  • Acknowledge CYT’s goal to conduct all business through the lens of strong, moral character and agree to perform all job­ related duties in support of this goal. 
  • Work well with other people as a leader and as a team member. 
  • Commit to maintain the highest levels of ethics and professionalism.

CYT Sacramento

Mailing Address:
PO Box 567
Roseville, CA 95661

Phone: 916-623-4343

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