Administrator

The Musical Fund Society is seeking a part-time Administrator to join our team. Under the direction of the President of the Society, the Administrator supports the operations of the Society and its affiliated Foundation, and assists the Board of Directors and members in implementing and managing its events, programs and initiatives. This position is mostly remote, with occasional in-person responsibilities. Hours are flexible (averaging 18-20 hours/week), although attendance at Board meetings and specified events will be required.

Our ideal candidate is a highly organized, detail-oriented self-starter; has excellent written and verbal communication skills; is able to work both independently and collaboratively; is responsive and prompt when working with others; and enjoys the challenge of implementing new projects.

The Musical Fund Society of Philadelphia invests in the cultural life and musical legacy of the Philadelphia region by supporting local music institutions, advancing the careers of exceptional young artists, and building community around classical music. To learn more, please visit our website: https://www.musicalfundsociety.org/

Administrator
Duties and Responsibilities                                                

Administrative:

• Process communications received via the MFS P.O. Box and Society email.
• Maintain and update the database with information relevant to membership, contacts, board service, etc.
• Conduct relevant research to maintain institutional knowledge necessary to produce materials required for general operations of the organization
• Facilitate and coordinate scheduling, catering, contracts, and attendance for MFS events in coordination with relevant committees and Officers. Work with contractors, consultants, and vendors as necessary for MFS activities.
• Maintain and reorder/purchase office supplies, as needed.
   

Board support:

• Attend all regularly scheduled Executive Committee and Board meetings; prepare and distribute relevant materials for these meetings; assist Officers with meeting agendas, task lists and task tracking.
• Prepare grant applications for processing, distribute notification letters to grantees, collect reports and relevant materials from Society grantees
• Alert the chair of the Nominations & Admissions chair of new member applications and upcoming board vacancies
• Work with Chair of Career Advancement Panel to initiate nominating process and prepare applications for processing by the Career Advancement Panel
• Coordinate management of and access to MFS documents online in conjunction with various committees, Officers, and Archivist, as well as provide Archivist with yearly deposits of physical copies of documents in accordance with standards with MFS archival policy
   

Financial:

• Manage financial information in cooperation with Treasurer and Accountant for dues payments, event tickets, and contributions to the Society’s Annual Fund
• Together with the Foundation President, generate and distribute tax acknowledgment letters on timely basis.
   

Communications:

• Format and edit electronic and hard copy communications (email blasts, dues notices, appeal letters, new member letters, and event invitations); create original content and coordinate distribution of communications as needed, in conjunction with the relevant committees and Officers
• Manage the Society’s social media and website in coordination with the Communications Committee
   

Project Management:

• Schedule and attend Strategic Planning Task Force Meetings; assist Strategic Planning Task Force Chairs with task list and action items. Manage execution of Strategic Plan implementation process.
   

Skills and Requirements

• Experienced/fluent user of the following: Office Suite (Word, Excel, Outlook); Google Suite tools; Zoom; and information management programs comparable to: 1Password; WordPress; Mailchimp; and Eleo.
• Highly organized and detail-oriented, with a strong attention to process.
• Familiarity with common social media platforms
• Ability to work well with a wide variety of stakeholders
• Flexible schedule, with occasional evenings and weekends required 
• Minimum of 2 years working within a nonprofit environment or transferrable/relatable experience. 
   
• Successful applicants must pass a background check, and be fully vaccinated against COVID-19 by the date of hire as a condition of employment, subject to requests for accommodation.  The Musical Fund Society is an Equal Opportunity Employer and qualified candidates of all backgrounds are welcome and encouraged to apply for this position.