Operations Budget Manager

3 months ago

Tampa, United States Straz Center for the Performing Arts Full time
Be a Star at the Straz Center for the Performing Arts

The Operations Budget Manager (OBM) will be experienced in theatrical general management with expertly detailed organizational and financial skills, stellar written and verbal communication skills, and a positive leader who can relate to, inspire excellence in, and build consensus among contributors at all levels, internal and external. The Manager will have in-depth knowledge and history of successfully producing live events and must have - specifically - extensive theatrical producing experience. The Manager expects nights and weekends to be a frequent part of the job.

Reporting to the COO, the OBM's primary focus is ensuring successful execution of select produced and presented events through the facilitation of financial management as directed by artistic leadership. The OBM will be the primary liaison between Programming and Operations/Production.

Located in downtown Tampa, not-for-profit Straz Center offers a team-based on-site work environment and a full package of benefits for full-time staff including options for health/dental, vision, etc., plus a generous 403(b) plan.

Essential Functions:

The OBM is responsible for the management of (or providing appropriate support to other project managers as applicable) the following large-scale, highly visible programming strands and events including but not limited to:
  • Opera Tampa productions (mainstage and others both on- and off-site)
  • Straz-produced theater
  • Long-running Jaeb Theater engagements
  • Off-site immersive events/engagements
  • Opera Tampa Grand Gala
  • Opera Season Kick-off Party
  • Discover Opera / Open Rehearsals
  • Off-site Straz on the Street endeavors
  • Broadway Ball
  • TASTE
  • Broadway Season Kick-off Party
  • President's Luncheon
  • Live in the Park
  • Block Party (Open House)
  • Assorted off-site performance needs
  • Others as assigned.
The OBM will typically engage in the following, in concert with the COO, CPMO and the Senior Director of Programming or Opera Tampa Artistic and Managing Director (areas of responsibility will vary based on show):
  • Budget, proforma and settlement creation, including:
    • Advancing technical needs for production/operations estimates
    • Coordinating budgets and timing with production department
    • Maintaining budgets with up-to-date expenses and projections
    • Weekly flash reporting
    • Final event settlement
  • Contracting and/or licensing as requested.
  • Setting up audition logistics in collaboration with artistic leadership/director or CPMO or OT lead, if applicable
  • Developing, negotiating, and issuing all casting and creative contracts at the direction of the production's casting director following approval by CPMO.
  • Creating payroll schedule and ensuring the accurate execution thereof
    • Collecting ACH/W-9 information
  • Establishing rehearsal schedules and space reservations in collaboration with stage management/creatives/production.
  • Setting and running design and production meetings (ensuring coordination and clear communication between show creatives and Straz production/operations staff, and enforcement of related budgets).
  • Attending select advanced rehearsals and all technical rehearsals.
  • Arranging all travel/transportation/accommodations for visiting artists or production team members.
  • Compiling all relevant regulatory and insurance related requirements and documentation.
  • Sourcing and ordering additional equipment, props, costumes in coordination with design team and production team, staying within approved budget.
  • Keeping in regular contact with Company Management/Stage Management throughout the life of all engagements to ensure the continued integrity of the production.
  • Keeping in regular contact with House Management to get feedback on audience comments/reactions and logistics which may impact audience experience (or performer experience).
  • Planning and managing any opening/closing festivities.
  • Maintaining accurate and up-to-date files at all times.
Financial Responsibilities:

In executing the primary responsibilities indicated above, the OBM:
  • Prepares pro-formas and budgets for all assigned events.
  • Ensures all productions stay within approved budget unless otherwise approved by CEO or CPMO.
  • Reports weekly projected P/L to Finance each Monday morning for inclusion in the prior week's Flash Report.
  • Ensures settlements for all assigned events are created and executed with accuracy and timeliness.
    • This includes confirmation of completion, reporting profit or loss to COO & CPMO as soon as it is available (even if that's a text or email night-of) and delivery to Finance adhering to agreed-upon deadlines.
    • This also means setting expectations for invoice/expense delivery from all internal departments or external vendors needed to provide this deliverable.
  • Ensure all event files are maintained in an accurate, complete, and up to date manner.
  • Track all contract and payment status from planning through closing of all events.
  • Provide Finance with timely information regarding upcoming cash requirements for shows, artist, royalty, guarantee payments, as well as any other cash requirements for day-of-show, settlement payments for overages, petty cash, etc.
  • Work with Finance to provide insurance certificates for artists and review any insurance-related issues in contracts.
Institutional/Overarching Responsibilities:
  • Support the COO & CPMO with delivery of department initiatives and long-range programming objectives.
  • On an annual basis, support departmental multi-year strategic plan, refine specific annual operational goals, action steps and budgetary expectations for the forthcoming year.
  • Consistently research and identify shows that align with the Straz Center's strategic plans to increase event revenue generation and deliver positive financial results.
Other:
  • Contributes to overall team effort in planning and development and shares in the decision-making process, implementing and promoting all decisions in a spirit of cooperation.
  • Assists in departmental functions and special events and performs other duties when necessary to ensure the overall smooth operation of the department.
  • Performs other duties as assigned.
Minimum Qualifications:
  • Excellent understanding of finances, expenses and profit as it relates to theatrical producing.
  • Excellent communication and influencing skills.
  • Excellent organizational and follow-through skills with meticulous attention to detail.
  • High level collaboration skills to maintain and strengthen internal and external partnerships.
  • An industrious work ethic.
  • Resourceful and results driven.
  • Strong interpersonal skills and the ability to work well with a diverse population.
  • The ability to work under pressure in an environment with multiple concurrent, competing and dynamically evolving needs and deadlines.
  • Effective proofreading ability.
  • Contracts background experience preferred.
  • Experience implementing tech riders, providing scrutiny and negotiation skills needed.
  • Live events background required.
  • Theatrical production/producing background essential.
  • Experience reading and interpreting lighting plots, ground plans and construction drawings highly desired.
  • High level of computer proficiency with Microsoft Office suite including, Excel, Word, Outlook, Teams, SharePoint, OneDrive, and PowerPoint
  • Ability to successfully manage multiple projects and respect multiple deadlines with rapidly alternating or changing priorities on a tight schedule.
  • Expects to work nights and weekends.
  • Must have valid Florida driver's license.
Education and Work Experience:
  • 7 to 10 years' experience in theatrical/live event general management.
Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
  • While performing the duties of this job, the employee is regularly required to remain in a stationary position for long periods of time and use a computer and the telephone.
  • The employee is frequently required to move from workspace to workspace within the overall work facility, covering multiple floor locations.
  • Working regularly requires traversing, positioning oneself to move, and ascending/descending; most areas of performance facilities and spaces are reachable only by stairs or ladders.
  • The ability to identify visual and auditory cues and sequences occurring during live events/productions.
  • The nature of this job requires the employee to work on-site.
Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
  • The noise level in the work environment is usually moderate to loud.

Travel: Limited travel is required for this position.

The David A. Straz, Jr. Center for the Performing Arts, Inc. is an equal opportunity employer committed to being an inclusive workplace and strongly believes in the importance of having a diverse group of individuals represented. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.

Please visit our website at to learn more about the Straz Center.

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