Current Openings

Operations Manager (part-time)

Position Summary

Decoda's Operations Manager is a reliable and detail-oriented member of the Leadership Team who helps support the daily administrative needs of the organization. This part-time position reports to the Executive Director and is a key pointperson for Project Leaders, core artists, Decoda's accountant, vendors, presenters, and partners. A patient and helpful team player, s/he works closely with the Leadership Team to promptly address and resolve administrative issues, offering recommendations for actions as appropriate. This position also deals with sensitive and confidential information at times and accordingly upholds the highest standards of professionalism. As a cross-organizational multi-constituent facing representative of Decoda, s/he consistently follows through on tasks, takes initiative, adheres to deadlines, and is a clear and effective communicator in written and verbal correspondence. Responsibilities include the following but are not limited to:

Contracts Administration

  • Interface with Project Leaders to prepare project contracts and letters of agreement for presenters and artist personnel for ED approval and signature

  • Issue and collect all necessary forms and banking info regarding payments to/from presenters and artists

  • Book necessary travel and accommodations for Decoda artists within project budget as needed

  • Collect, track, and process reimbursement requests from Decoda artists within project budget

  • Review and submit presenter contracts, forms, and requests to ED for approval and signature

  • Maintain calendar of organizational insurance policies and memberships

  • Organize cloud folder of Decoda contracts for easy searching, filing, and upload to appropriate accounts in Xero

Budget Management

  • Help ED track and maintain organizational and project budgets

  • Gather approved project budgets from Project Leaders and track actual expenses incurred

  • Record and track schedule of payments and invoices according to contract

  • Reconcile payments and deposits in Xero

  • Issue weekly invoices and report of all receivables

  • Run periodic reports of actual expenses incurred against budgeted items

  • Assist accountant and prepare necessary documentation for annual financial statement review

Database Management

  • Capture and update all vendor, presenter, artists, and project details in database

  • Track substantive notes and contact reports with potential presenters and partners in Salesforce

  • Maintain Decoda's Master Calendar of events and activities (rehearsals, workshops, IPs, concerts, meetings, etc.)

Additional Duties

  • Help prepare materials for, attend and support Board Meetings

  • Check P.O. Box weekly, promptly coding, copying, and depositing checks, responding to or forwarding correspondence as appropriate

  • Schedule Zoom meetings for Decoda as needed

  • Field incoming calls to Decoda's main phone line

  • Forward or reply to inquiries received at within 24 hours

  • Manage seasonal intern(s) as needed


  • Minimum 2 years experience with contract administration and budget management required

  • Minimum 2 years experience with databases and reporting required (Salesforce and Xero experience is a plus)

  • Familiarity with Decoda’s presenters and partners preferred

  • Prior customer service experience preferred

The Operations Manager is a highly organized person who is able to prioritize tasks and anticipate issues. Naturally tuned into how systems work, s/he is able and available to manage the ebb and flow of Decoda’s season of activities while providing consistent support to the organization (20-30 hours per week).

Compensation commensurate with experience.

To apply, please submit a cover letter and resume with relevant experience, qualifications, and two references to

Decoda, Inc. is a registered 501(c)3 not-for-profit corporation. Decoda, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Decoda, Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.