Location: The Wayne Theatre – Waynesboro, Virginia

Reports To: Executive Director

FLSA Status: Full-Time, Exempt

Position Summary

The Wayne Theatre is seeking an experienced, organized, and dynamic Director of Operations to oversee the day-to-day operations of our historic performing arts venue. This individual will be responsible for a wide variety of critical functions including front-of-house operations, rentals, volunteer coordination, facilities oversight, event scheduling, marketing coordination, and administrative reporting. The Director of Operations is a key member of our leadership team, ensuring that all performances, rentals, and special events run smoothly and that our patrons, artists, and volunteers have exceptional experiences.

Key Responsibilities

1. Box Office Management

• Maintain and regularly update the “How to Etix” manual.
  
• Recruit, train, and schedule volunteer Box Office staff.
  
• Serve as the primary backup for Box Office coverage when volunteers are unavailable.
  
• Create events in Etix and Cur8 (streaming platform) as needed.
  
• Oversee event signage (elevator, outdoor marquees, restroom stalls).
  
• Process ticket refunds or donation offers for canceled events and classes.
  

2. Rental Coordination

• Serve as primary contact for rental inquiries and conduct walkthroughs with potential clients.
  
• Collaborate with Executive Director to determine rental rates.
  
• Book rentals, draft rental agreements, and generate invoices.
  
• Coordinate technical and staffing needs for each rental event.
  

3. Volunteer Coordination

• Maintain and update event sign-ups on Signup.com.
  
• Recruit and onboard new volunteers; maintain updated contact lists in Google Drive.
  
• Communicate regularly with volunteers regarding events and needed supplies.
  
• Coordinate with community volunteer groups (e.g., schools, businesses) and prepare supply lists for group projects.
  

4. Calendar & Scheduling Management

• Maintain and update the production calendar and Season at a Glance documents.
  
• Track attendance, comp tickets, and volunteer participation for all events.
  

5. Facilities Management

• Plan and conduct bi-annual facility walkthroughs and quarterly facility committee meetings with Facility Manager.
  
• Track maintenance needs and assign tasks (volunteers, staff, or contractors).
  
• Communicate large issues to Executive Director and Director of Finance.
  
  

6. House Management & Event Support

• Set up Front of House (FOH) and Ambassador check-in for events.
  
• Prepare merchandise and registration tables.
  
• Coordinate setup of green rooms and artist hospitality for performances.
  
• Oversee quarterly reporting to BMI and ASCAP.
  

7. Inventory & Supply Management

• Manage ordering and inventory of FOH supplies, beverages, concessions, and merchandise.
  
• Coordinate with vendors (Tiger Paper, Coke, Walmart, Sam’s Club, local beverage distributors).
  
• Ensure timely ordering and delivery for all concessions and event needs.
  

8. Community Engagement

• Attend and represent Wayne Theatre at community meetings (DDW Board, Merchant Meetings).
  
• Serve as liaison to local partners and groups providing volunteer or sponsorship support.
• Monitor the Wayne Theatre’s general inbox and respond to or routeinquiries promptly, ensuring clear, courteous communication and timelyfollow-through.”
  

9. Staff & Contractor Scheduling

• Coordinate monthly schedules for sound and lighting technicians.
  
• Schedule Event Managers and cleaning staff with input from Executive Director and Admin Assistant.
  

10. Support Major Events

• Plan, organize, and staff major fundraisers including the Annual Gala and Virginia Chili, Blues & Brews Festival.
  
• Recruit and manage volunteers for event setup, breakdown, and operations.
  

11. Marketing & Promotions Support

• Coordinate with marketing firm to provide event links, receive graphics for Etix, and communicate event details and on-sale dates.
• Coordinate with artist management to collect and forward current contact details and management-provided promotional toolkits to our marketing firm, ensuring timely delivery and completeness.
  
• Assist with pre-sale campaigns, community ticket donations, and monthly promotional recordings.
  
• Lead public tours of the Wayne Theatre.
  

12. Administrative Reporting

• Submit quarterly performance rights reports.
  
• Assist with fiscal year-end reports:
  
  • Gift card usage and donations.
    
  • Volunteer hours.
    
  • Tickets sold via Etix (performance breakdown).
    
• Maintain digital and physical records for reporting and auditing purposes.
  

Qualifications

• Proven experience in arts administration, operations, or nonprofit management.
  
• Strong organizational and multitasking skills.
  
• Excellent written and verbal communication abilities.
  
• Proficiency with Google Workspace (Drive, Sheets, Docs), and comfort with ticketing platforms (e.g., Etix).
  
• Experience supervising volunteers and staff in a customer-facing environment.
  
• Willingness to work evenings and weekends as required by event schedules.
  
• Ability to lift up to 25 lbs and perform light setup/breakdown tasks.
  
• Familiarity with facilities maintenance or vendor coordination a plus.
  

Preferred Experience

• Previous work in performing arts, live event production, or venue management.
  
• Familiarity with Waynesboro community and/or Virginia’s Shenandoah Valley region.
• Experience with scheduling software, event planning tools, or donor management platforms.