Chief Operations Officer
Job Description Chief Operating Officer (COO) The MD affiliate Young Audiences/Arts for Learning has grown steadily over the past decade, resulting in a $3.5M budget, with 22 staff, more than 150 independent contractors and providing more than 10,000 programs to 192,000 students each year. We are looking for a mission-focused, seasoned, strategic, and process- minded leader that will lead the day to day operations and staff and create a culture, organizational systems and programs to ensure the four pillars of the organization remain strong: high quality programs, expansive student reach, financial sustainability and a strong YA community. These pillars can be competing priorities, and it is critical that the COO works in close partnership with the CEO to ensure the pillars are in-balance and each one is protected as we grow our programs, operations and impact. While it is essential that the COO bring efficient and effective systems to increase the productivity and quality of the organization, is it also critical that the team retain the creative spark that makes YA and its culture unique. Reporting to the Chief Executive Officer (CEO), the Chief Operating Officer (COO) is responsible for day to day operations and is ultimately responsible for five program models (assemblies, residencies, Wolf Trap/early learning, afterschool/summer learning and PD for educators) delivered across Maryland which is carried out by a combined program and education staff of 12. The COO supervises the Communications Manager who is responsible for all programmatic and institutional marketing, the Program Director, Director of Summer Learning, Education Director, Volunteer and Internship Coordinator, the Artists in Education Specialist and the Senior Special Projects coordinator. This position is exempt, and is not eligible for overtime. Duties: High Quality Programs With the support of the Program Director and Communications Manager, ensure the value proposition we promise and the expectations that we set with our school partners are fulfilled beyond the actual arts experience to include the full spectrum of the relationship from planning to evaluation. This includes analyzing staffing needs of the organization and creating systems for making decisions about when to add new positions. Works with the Education Director and Program Director so that appropriate systems and staffing are place to ensure that information and feedback concerning quality issues with artists are being identified by program staff and are transferred to the Education Innovation department to be addressed. Works with the Program Director to ensure the new artists recruitment and vetting process and timeline are created and carried out in order to meet the programmatic and marketing needs of the organization. Once the Education Director makes decisions regarding new artists to bring onto the roster, ensure that systems are in place to finalize the acceptance process and begin marketing and offering programs. Works with the Program Director to ensure that each YA program model has measurable goals and outcomes and that each program is annually internally evaluated against those outcomes. Ensures that there is a culture and practice at YA of reviewing evaluations of the goals and outcomes of our work to improve upon program quality and reach for greater impact on those we strive to benefit. Ensuring we are serving as a high quality partner to Wolf Trap and the Maryland State Arts Council and school districts (Baltimore City schools [Access, Early Learning and Summer Arts and Learning Academies), Anne Arundel County [Arts Empowered Minds] and Prince Georges County [Growing up Green and Literature to Life]). Serve as the primary point of contact for expanding current partnerships and contract negotiations for these partners. Supervise and serve as a regular resource for the Program Director to help them make tough choices when balancing Program Quality with Expansive Student Reach and Financial Sustainability. Expansive Student Reach Oversee the Communications Manager and Program Director in devising an annual marketing plan to create demand for the services (6 program areas) we provide, which includes helping everyone in these departments to understand the various audiences in which we must influence to expand our reach, what their role is in growing demand and developing systems to measure our Return on Investment in each marketing effort. Oversee the balancing of programmatic and institutional marketing. Ensures the successful continuation, assessment and refinement of the Territory/School Relationship Model as a way to build more relationships in the community and ultimately reach more students. Ensures there is an efficient system in place for annual student and program, etc. tracking and reporting. _2015 Job Description Maintain and nurture relationships with current district administrators/partners, including City Schools Office of Teaching and Learning/Early Learning, to ensure our programs are meeting their needs and serve as a thought partner for ways to grow and enhance the partnership to serve more students. Work collaboratively with CEO and Chief Development Officer to find different ways and resources to cover the financial gap between what schools in high poverty and rural areas can afford and what professional artists need to earn. Access for All, Rural Access, MSAC AIE, MSAC AIE Residencies are current ways we fund this gap. The COO will ensure the Program Department provides the Development Office the information it needs to effectively seek, secure and report on grant funds. Financial Sustainability In partnership with the CEO and Finance Director, ensure that the financial goals and targets are developed using process developed to balance the sometimes competing priorities of the four pillars. This includes leading budget and reprojection “lock in” meetings. Work with the Program Director to prepare and submit an annual budget pertaining to programs and operational costs (rent, interns, supplies, technology, etc.) to the CEO and Finance Director for review and approval, lead the Program Director and Office and Volunteer Manager through managing effectively within this budget and report accurately on the progress and made and challenges encountered on a quarterly basis (reprojections). Improve the efficiency in which Finance, Development and Program departments input and share data to reduce staff time and save money. This includes the integration of data/IT systems and processes. Improve upon our current systems between Program and Finance that help keep A/R down, allow for more “real time” projections and earnings/expenses. Work with Chief Innovation Officer and Program Director to ensure the project and partnership budgets and artists contracts contribute towards financial sustainability and appropriate fees are charged or restricted grant funds are in place. Work with CEO and Program Director to increase fee for service contracts and find larger sources like Title I Funds available through school district partnerships. Finally, the COO will consult and support the Chief Development Officer and CEO in planning, organizing, and implementing public and private fund- raising initiatives. Ensure that appropriate systems are in place to adequately track outcomes and deliverables for grant funded and other non-earned projects. S/he is responsible for ensuring that Young Audiences services are in compliance with all federal, state, funding, and city regulations, certifications, and licensing requirements. Serve as Salesforce Administrator for the organization. This includes regularly maintaining and cleaning data, building and maintaining workflows, rollup summaries, apex triggers, report creation, transition of data from one fiscal year to the next, ensure functioning integration with third party connections used for surveys and evaluations, credit card payment, artist portal and calendars etc. When needed, work with external Salesforce developers to build new functionality to increase productivity and strengthen quality of data. Strong YA Community Provide for all staff a strong day-to-day leadership presence bridging the different departments of the organization, promoting communication and support across these departments. Regularly meet with all staff to understand the culture and collect feedback to continue to strengthen the culture as the organization grows. Continue to develop better ways to recruit, train, and retain great employees within the Program, Operations and Communications functions of YA. Shares these effective strategies with other Chiefs as part of the leadership team so we nurture a culture of developing leaders Ensures the right operational procedures and policies and organizational practices are in place and are clearly communicated that foster an inspired and productive work culture. This includes ensuring the employee handbook is up to date, the organization's orientation process is adequate, and salaries and benefits are competitive within the nonprofit industry and help attract and retain our great staff. Organizes and leads operations meetings and staff meetings that foster cross department communication and collaboration. Ensures technology and systems are what we need to achieve higher levels of productivity and impact and aims towards integration of systems. Promote regular and ongoing opportunities for all staff to give input for things on the horizon and feedback on current activities. Oversee all aspects of YA's physical plant (includes primary office space, satellite offices, and storage space). Regularly analyze YA's business related contracts and vendors (liability insurance, health insurance, rental car, procurement of supplies etc.) are meeting the needs of the organization and maximize the use of financial resources. Serve as a public face of the organization, which includes speaking at conferences, stakeholder visits and media opportunities. Qualifications: * Proven experience as Chief Operating Officer or relevant role overseeing budgets of $1-3M. * Seven to ten years in education, arts, nonprofit/business setting. * Understanding of business functions such as HR, Finance, Marketing, etc. * Demonstrable competency in business planning and development. * Working knowledge of data analysis and performance/operation metrics. * Experience in fundraising will be a plus. * Working knowledge of IT/Business infrastructure and MS Office, Google Office Suite, Salesforce * Outstanding organizational and leadership abilities. * Excellent interpersonal and writing skills. * Aptitude in decision-making and problem-solving. * BSc/BA in Business Administration or relevant field; MBA or Masters in Nonprofit or Arts Management is a plus. To Apply: For consideration, please send your resume, cover letter, and salary requirements to firstname.lastname@example.org with “Chief Operating Officer" in the subject line. Please do not send applications that include headshots or photos of yourself. No phone calls or recruiters please! Young Audiences/Arts for Learning Maryland is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, national origin, color, sex, age, veteran status, or disability. It is our intention that all qualified applications be given equal opportunity and that selection decisions are based on job-related factors.