Operations Manager 2018 (posted February 4, 2018)
Reports To: Executive Director
Works With: All Staff
Supervises: Interns, Contract Employees
OPERATIONS MANAGER – JOB DESCRIPTION
The Operations Manager for HCAS plays a critical role in the success of the Society and its year-round activities, including the Houston Cinema Arts Festival, Julydoscope and CineSpace. The Operations Manager assists the Executive Director (ED) with all aspects of the Society’s management with direct responsibility for maintaining the HCAS offices and all administrative support systems. In addition to administrative support, the Operations Manager takes on key operational leadership duties during the Houston Cinema Arts Festival and is primarily responsible for the smooth execution of all aspects of the Festival.
The Operations Manager is a professional that maintains state of the business practices and systems for the Society; establishes, maintains, and executes a comprehensive Festival Operations Strategy and Guide; and actively engages the physical and online community as an important face of the organization.
- Creates a comprehensive Administrative Management Strategy in consultation with the Executive Director, Artistic Director, and Board Executive Committee. Maintains the strategy year-round.
- Executes Administrative Strategy.
- Creates a modern and comprehensive Festival Production System and Strategy in consultation with the Executive and Artistic Directors.
- Self-evaluates and takes training courses as needed to gain new skills and maintain state of the art knowledge of existing administration and festival operations skill sets.
- An important liaison to the community, the Operations Manager attends local and regional events relevant to the Society.
- Actively engages professional community, is active in local and national professional organizations as they pertain to HCAS and the film festival profession.
Details (Not comprehensive, duties may change as needs dictate)
Office and Administration
- Manage and modernize systems and protocols to establish effective communication among all staff and volunteers.
- Maintain and modernize, select and purchase data systems and office equipment and furnishings.
- Liaise with IT and other providers of office and administrative services.
- Obtain and manage all necessary permits, insurance, and contracts required for the operation of the Society, events, and programs.
- Maintain Society manuals and operational guides (employee, festival, board, etc.).
- Creates and maintains physical filing system and files.
- Create and maintains digital filing system and files.
- Manage and perform typical office administration duties (answer phones, email, copies, etc.)
- Assist Executive Director with Bookkeeping and other financial functions such as maintenance of records, making deposits, managing merchant systems, assisting with Budget preparation, financial reporting and other related duties.
- Assist Executive Director with Board relations and 501(c)3 compliance. This includes but is not limited to:
- Record and prepare board meeting minutes and committee meeting minutes as required.
- Maintain official board records including meeting minutes, by-laws, resolutions, annual Conflict of Interest forms, Document Retention, Whistleblower Policy,etc.
- Manage communications to board members regarding meeting reminders, updates, meeting agendas and other materials
- Plan and coordinate board meeting logistics in conjunction with ED.
- Maintain board member handbook.
- Assist Executive Director with Development. This includes but is not limited to:
- Maintain data in Society database to track donors and contributions.
- Assist with grant applications, final reports, and research as needed.
- Send tax receipts and thank you letters to donors and contributors.
- Arrange delivery of festival benefits to sponsors and members.
- Oversee collection of sponsor logos and advertisement and production of pre-show trailer.
- Assist Executive Director with Human Resources. This includes but is not limited to:
- Develop call for independent contractor postings and scope of services for Festival Coordinators and interns.
- Solicit and screen candidates; conduct interviews and recommend interns and independent contract service providers.
- Create independent contract and intern agreements and conduct orientation as needed.
- Ensure compliance with applicable local and federal employment laws and regulations (e.g., collection of completed of W-4s, I-9s and W-9s); maintain appropriate documentation in personnel files.
- Assist in the recruitment, training, and oversight of independent contractor Festival Coordinators as assigned by Executive Director in collaboration with Artistic Director.
Event Planning and Production
- Work closely with all departments and the Artistic Director to plan and produce all aspects of events.
- Maintain event calendar with key dates and deadlines.
- Identify staffing, volunteer, HR logistics, and overall training needs for events.
- Manage and train all Festival and Event seasonal staff. (Volunteer Coordinator, House Managers, Guest Services Manager, etc.)
- Create and maintain all necessary Operations Manuals, Training Manuals, and other documentation.
- Manage the storage, transportation and installation of all event and venue supplies and equipment.
- Identify options and make recommendations for screening venues, official hotels, service providers and supplier sources.
- Review and finalize contracts, insurance requirements, security provisions, deposits and final payments for events.
- Prepare all venue required documents for all programs.
- Prepare memos of understanding as needed between HCAS and co-presenters, guest artists, venues, and others as needed.
- Supervise procurement of rented equipment (including projection and backline) for screenings and live performance events as needed.
- Recruit, train, and supervise interns and volunteers.
- Direct and collect Festival wrap reports from Festival Coordinators; evaluate Festival results and work with ED and Artistic Director to provide comprehensive reports for the Board.
- Aid Executive and Artistic Directors with the management of CineSpace.
- Assist Marketing & Communications Manager as needed.
- Assist Artistic Director in managing program agreements with distributors and individual artists; details include screening dates, media format, rental fees, honoraria, payment requirements and transmission methods, film traffic arrangements, confirmation letters and other communication.
- Book air travel for all guest artists; provide special accommodations when necessary.
- Attend all festival parties, receptions, panels and events.
- Plan, schedule and participate in staff meetings and training sessions as appropriate.
- Participate in evening events, fundraisers, parties, screenings, and outreach events.
- Attend professional development conferences, seminars, classes as necessary.
- Business Degree or equivalent experience.
- 3+ years of film festival experience.
- Experience managing a staff.
- Database experience.
- Competency in modern office systems (Quickbooks, MS Office suite, Hootsuite, marketing automation, Salesforce.com)
- Proven ability to thrive in a deadline-driven environment, while working both independently and as part of a team.
- During the Houston Cinema Arts Festival, working long hours is a requirement. During the Festival we have an “all hands on deck” mentality where all staff does what it takes, no matter how unrelated the task is to the normal routine.
Salary and Benefits
- Competitive salary commensurate with experience level.
- Paid Time Off.
- Other benefits commensurate with experience levels.
- Please send resume, one writing sample, and three references to Patrick Kwiatkowski, Executive Director at this address: firstname.lastname@example.org.
- NO PHONE CALLS PLEASE.
Houston Cinema Arts Society – Since 2008
10 Years of Festival Success!
Houston Cinema Arts Society (HCAS) has put the nation’s fourth largest city on the map among film industry professionals, artists, and film aficionados as a premier showcase for the moving image and the creative process. The organization celebrates and illuminates the vitality and diversity of the city of Houston by programming innovative cinema, mixed-media performances, new media, and installations.
HCAS launched its inaugural five-day Film Festival in 2009. In addition to its now-annual Houston Cinema Arts Festival (HCAF), held in November, HCAS presents a variety of initiatives and programs, including a growing schedule of year-round screenings, events, and performances, HCAS is proud to collaborate on many of its programs with a number of Houston’s finest arts, cultural, and other nonprofit organizations.
Houston Cinema Arts Festival is the most ambitious of the HCAS programs. This multi-day, multi-venue festival includes over 50 narrative and documentary films, an interactive video installation gallery, live multimedia performances, panel discussions, and free outdoor and student field trip screenings. In its relatively short history, HCAS has brought notable guest artists, such as Tilda Swinton, Alex Gibney, Guillermo Arriaga, Isabella Rossellini, John Turturro, Shirley MacLaine, Richard Linklater, Ethan Hawke, Robert Redford, James Ivory, Julie Taymor among many others, to the Festival.
The most recent initiative related to the Festival is the CineSpace short film competition, a collaboration between NASA and Houston Cinema Arts Society that offers filmmakers around the world a chance to create work inspired by and using actual NASA imagery. The fourth edition of CineSpace will premiere at the 2018 HCAF.
Current initiatives in progress include expansion of educational outreach with Houston Cinema Arts Festival on the Road to take films about the arts to Houston area high schools.
For more information visit www.cinemartsociety.org
HCAS is a 501 (c) 3, equal opportunity employer. HCAS will not discriminate and will take “affirmative action” measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, creed, color, national origin, or sex. HCAS is committed in all areas to providing a work environment that is free from harassment. Harassment based upon an individual’s sex, race, ethnicity, national origin, age, religion or any other legally protected characteristics will not be tolerated. All employees, including supervisors and other management personnel, are expected and required to abide by this policy. No person will be adversely affected in employment with the employer as a result of bringing complaints of unlawful harassment.