Creative Sonoma

JOB OPPORTUNITY: Office Operations Manager

Posted by Healdsburg Jazz ; Posted on 
JOB OPPORTUNITY: Office Operations Manager



Office Operations Manager Job Description 2021

Job Title: Office Operations Manager

Location: Healdsburg, CA

Reports to: Executive Director

Type: Full-time, flexible work schedule, and location

Healdsburg Jazz is the premier jazz presenting organization north of the Golden Gate Bridge, and a cultural arts leader in Healdsburg.  If you are passionate about music and the arts, this is a wonderful opportunity.  We have a dynamic new Artistic Director, renowned musician/composer/educator/band leader, Marcus Shelby.  Join us in shaping this next generation of Healdsburg Jazz.

Job Summary

The Office/Operations Manager is responsible for administration, operations, and production management/support for Healdsburg Jazz serves as technology lead and ensures the organization is run as a fiscally responsible non-profit. So important. The Office/Operations Manager works closely with the Executive Director and the Artistic Director with program management; box office and database management; technology lead; marketing coordination; fundraising and membership coordination; volunteer coordination; calendaring/scheduling; grant support and general assistance. Works fairly independently, receiving a minimum level of detailed supervision and guidance. Maintains close and highly responsive relationship to day-to-day activities. Potential for career advancement.

Duties & Responsibilities


  • Provides administrative support for Healdsburg Jazz operations, music education programs, Parlor Jazz concerts, events like the Gala fundraiser, and the annual Healdsburg Jazz Festival.
  • Helps manage and maintain external website, online programs such as Zoom, AudienceView/OvationTix (our database system), and assists with e-newsletters
  • Maintains complex spreadsheets and runs the database. Independently gathers, compiles and analyzes information from multiple sources.
  • Processes memberships
  • Sets up registration, box office, and other logistics for concerts and music education programs.
  • As liaison to bookkeeper, provides necessary documentation
  • Works with the Artistic Director to coordinate the administrative details of artistic programming.
  • Maintains monthly project calendar and helps with scheduling appointments, meetings and itineraries, and coordinates related arrangements.
  • Tactfully handles inquiries and/or refers to appropriate party. Refers routine matters to appropriate person for action and follows up to ensure completion.
  • Ensures office is neat and organized.
  • Other duties as assigned by the Executive Director.


  1. Strong organizational, problem-solving and analytical skills.
  2. Ability to manage priorities and workflow.
  3. Strong computer skills including proficiency in Microsoft Office, Adobe Premiere Pro, Websites, Zoom, Vimeo, and database management.
  4. Ability to work collaboratively with staff, board, volunteers, members and donors.
  5. Excellent verbal, written and interpersonal skills.
  6. Ability to respect and adhere to strict rules of confidentiality.
  7. Ability to work with frequent interruptions.
  8. Ability to work effectively under pressure.
  9. Good judgement with the ability to make timely and sound decisions.
  10. Must have working knowledge of office procedures and office equipment.
  11. Must have working knowledge and experience in maintaining filing systems.
  12. Must maintain a current and valid driver’s license and must be insurable.

Physical demands, during times such as festival and concerts, and in office

  1. Ability to lift and carry items such as beverage cases and inventory.
  2. Must be able to sit and stand for long periods of time.
  3. Use hands and fingers in repetitive motions, daily.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Highly Desired Qualifications

  1. Previous experience working with nonprofits.
  2. Event management and logistics.
  3. Bachelor’s Degree.

Salary Range:  $35-50k