Site Manager - GiGi's Playhouse, Inc.

Founded in 2003, GiGi's Playhouse Inc.’s mission is to change the way the world views Down syndrome and send a global message of acceptance for all.  This is accomplished through national campaigns, purposeful programs, and by empowering individuals with Down syndrome, their families, and the community.  All programs are free and are therapeutic or educational in nature. Each one of our programs is designed to work on specific skill development, including speech and language, literacy, socialization, and fine and gross motor skills.  GiGi’s Playhouse currently has over 50 locations across the North America and is growing by several locations annually. 

Job Description

The Site Manager is a goal-oriented, conscientious individual who uses sound judgment and effective management skills to manage all aspects of the local playhouse including facility and equipment management, family engagement, managing volunteers, delivering internal and external communications, community outreach, assisting with Playhouse events and fundraisers, and handling administrative duties.  A flexible schedule is a must, as you may be needed to oversee or cover programs, events, or activities when necessary, including some evenings and weekends. The core focus of the Site Manager is the work inside the Playhouse, but there may be opportunities to partner with local community organizations for outreach and awareness efforts.  All staff members are the face of GiGi’s Playhouse and play an essential role representing GiGi’s to families, volunteers, donors, and community members.

Reports To: Vice President of the Board of Managers of a GiGi’s Playhouse Simi Valley

Essential Job Functions:

• Volunteer Management and Programs (GiGi’s is 99% volunteer-run)
• Manage all key volunteers to ensure all programs, events, and activities are fully supported for the needs of the Playhouse and meet with them on a regular basis to keep up to date on needs and support.
• Recruit, place, and ensure training for all new volunteers.
• Ensure proper gratitude for all Playhouse volunteers, including informal acts of thanks as well as annual volunteer appreciation activity and volunteer recognition, executing initiatives in collaboration with other team members.
• Ensure all programs at the Playhouse meet the stated objectives and branding messages delivered by the GiGi’s Playhouse national office.
• Solicit input from local families (at least annually) regarding program needs and schedules.
• Administration & Office Management
• Greet and connect with all visitors to the Playhouse, including families, volunteers, and donors, whether they visit in person, via phone or email.
• Ensure proper risk management and safety procedures of the Playhouse.
• Manage basic office organization, including ordering inventory, office supplies, and program supplies.
• Becomes an expert at our relational database system to document and track volunteer activity, program participation, donations, family data, etc., including reporting on trends.
• Track all incoming and outgoing monies (receipts, secure collection deposits, etc.) in collaboration with centralized bookkeeper and local Board Treasurer.
• Maintain the physical appearance of the Playhouse; ensure a welcoming, clean, organized, and safe environment for families, volunteers, and donors at all times.
• Maintain computer, copier, security and all electronic equipment, scheduling repairs as necessary.
• Marketing and Communications
• Actively work to grow program participation, volunteer hours, and family and community connections through marketing efforts.
• Maintain online Playhouse calendar of programs and events.
• Create promotional flyers and other graphics for local Playhouse events.
• Develop monthly e-newsletter, gathering stories and pictures per the required format/ template
• Update local website and manage social media accounts.
• Send out any required new parent celebration packets, marketing materials, thank you notes, sponsor packets, activity books, awareness materials, etc. as needed.
• For all marketing activities, partner with the local Board’s Marketing Committee for support and guidance.
• Stewardship & Outreach
• Create and maintain a Playhouse wish list (items to fund, in-kind donations, and volunteer needs).
• Assist with all local and regional fundraisers as needed.
• Leverage database to process event-related donations, registrations, etc.
• Ensure all donor acknowledgements are processed on a timely basis.
• Assist in growing local community awareness through presentations, newsletters, and press releases.
• Seek ways to collaborate with local Down Syndrome organizations, community businesses, schools, and libraries.
• Relationship with National Office and Local Board of Managers
• Work collaboratively and professionally with National Office staff, and local team, including Board members, committee members, volunteers, families, and donors.
• Partner with board members and committees to leverage their expertise and support.
• Attend monthly national Playhouse Staff calls and respond appropriately to network-wide requirements from the National Office.
• Prepare monthly Playhouse Impact Report and share with National Office and local Board.
• Follow all national guidelines and policies as outlined in national Standards of Execution and the associated Operations, Programs and Human Resources manuals.
• Communicate effectively with the local Board of Managers so they are apprised of Playhouse activities, needs and concerns.

Competencies

• Leadership: Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Inspires respect and trust; Accepts feedback from others; Provides vision and inspiration to peers and subordinates; Gives appropriate recognition to others; Displays passion and optimism; Mobilizes others to fulfill the vision.
• Initiative and Work Ethic: Volunteers readily; Seeks increased responsibilities; Takes independent actions and calculated risks; possesses a strong willingness to work hard and sometimes long hours to get the job done.  Has a track record of working hard.
• Teamwork: Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed; Recognizes accomplishments of other team members.
• Written and oral communication: Ability to express ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
• Problem Solving: identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; ability to be creative, open minded and flexible; works well in group problem solving situations; uses reason even when dealing with emotional topics
• Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Planning/Organizing: Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops achievable action plans.
• Technical Skills: Assesses own strengths and weaknesses; strives to continuously build knowledge and skills related to technical tools.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: Bachelor's degree from four-year college or university and at least 5 years’ experience and/or training as a manager; or equivalent combination of education and experience.
• Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.  Bilingual in Spanish is a plus.
• Computer Skills: To perform this job successfully, an individual should have advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook and Teams); Basic proficiency in social media platforms including Instagram, Twitter, Linked In, and Facebook. Ability to learn and work proficiently in a database program/CRM to manage interactions and transactions with all individuals who interface with this location, including donations, volunteer hours, program participation, etc.
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 50 pounds. 
• Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

GiGi’s Playhouse Core Values:  GiGi’s challenges all staff and volunteers to embody the following core values:

• Enthusiasm:  Bringing positive, high energy to our work
• Best of All: Always looking to improve in all that we do.  Challenge yourself every day.
• Get It Done: Making things happen and blasting through barriers when needed; figure it out together.
• Believe:  Believe in ourselves, believe in our mission, believe we can achieve all that we set out to achieve
• Locally Concerned, Enterprise Minded: To best serve our local communities, we share best practices and have the humility to leverage the collective learnings from across the GiGi’s network.