Office Manager & Choir Administrator

Singing City
Office Manager and Choir Administrator
Job Description

Position Title:  Office Manager and Choir Administrator

Reports To:  Executive Director/Artistic & Music Director

Evaluated By:  Executive Director/Artistic & Music Director

Note: This is a part-time position of 20 hours per week

Office Manager         

Position Summary: The Office Manager is responsible for the daily office operations of the organization, including implementing routine procedures so as to ensure a smooth, stable office environment.  The Office Manager has specific responsibilities in internal communications, financial administration, and program support. The office Manager takes initiative to recommend procedures and solutions that improve the organization’s functions.

Responsibilities and Duties

Office Management

• Provide oversight and coordination of daily office operations
• Manage purchasing, including the ordering of supplies and equipment
• Keep office organized, clean and orderly, including filing
• Possess working knowledge of Friends Center procedures, including copiers, emergency protocols, front desk procedures, phone system, coordinating meetings spaces, etc.

Office Communications

• Coordinate and maintain office communications procedures
• Serve as a primary communications contact for the organization
• Promptly respond to phone and e-mail communications

Financial Administration

• Manage financial processes
• Be responsible for routine accounts payable and accounts receivable
• Perform primary banking duties (deposits, check writing, reporting)
• Manage cash
• Pay bills, maintain payroll, and produce W2s & 1099s via payroll company
• Provide administrative support for regulatory reporting and annual audit
• Perform monthly financial reporting, as assigned

Development Administration

• Perform timely data entry and maintain the accuracy of the database
• Perform scheduled and routine reporting from the database
• Support development programs including annual board & choir fundraiser and annual giving appeal
• Prepare monthly development reporting, as assigned

Program Support

• Provide primary administrative assistance for the organization
• Maintain master organizational calendar
• Provide administrative support for the Executive Director and Artistic & Music Director
• Provide administrative support for contracting such entities as instrumentalists, soloists, concert photographers, audio technicians, etc.
• Provide primary support for the community programs

Relationships

• Work closely with Executive Director and Artistic & Music Director in support of goals of the organization
• Work closely with the Executive Director (or designated financial and development staff and volunteers) to ensure smooth program operations
• Supervise and coordinate projects assigned to office intern (if applicable)

Choir Administrator

 
Position Summary: The Choir Administrator has the following responsibilities:

1. Serve as the administrative staff for the SC adult choir/ T-VOCE (as needed)

• Update choir membership list throughout the season
• Handle communication with choir members throughout the season
• Production/e-mail distribution of weekly choir bulletin (Chorus Lines) on Mondays and a midweek update on Thursdays each week, as needed, during the choir season
• Maintain accurate choir calendar and rehearsal schedule
• Schedule auditions for new choir members and disseminate audition information to area colleges, universities, and to the general public.
• Arrange for Retreat venue and logistics, when applicable

2. Handle concert management

• Arrange venue contracts for Singing City season concerts
• Arrange soloist contracts; booking hotel accommodations/transportation (when needed)
• Oversee concert logistics: set-up, box office, risers, ushers, reserved seating and whatever else may be needed (4 major concerts per year)
• Oversee concert attire, accessories, and decorum, providing information to all choir members regarding garb and folder purchase and expectations at a given venue

3. Attend staff meetings with the Artistic & Music Director and Executive Director

4. Attend meetings of the Choir Council and T-VOCE (Teen Voices of the City Ensemble)

5. Handle money transactions (for dues, tickets, attire, folders, etc.) prior to choir rehearsal and during the break during rehearsal

• Communicate with volunteers about important rehearsal and concert dates, as assigned
• Complete other tasks as assigned by Music Director or the lead volunteer

Requirements

• College graduate
• At least two years of office management or administrative assistant experience or equivalent
• Excellent communications skills and able to build constructive, positive relationships with others
• Strong financial and organizational skills
• Competency in using MS Word & Excel, as well as experience with QuickBooks and email clients
• Fluency with online platforms such as online banking (e.g. TD Bank), point-of-sale, (e.g. PayPal, Swipe), and newsletter creation & distribution (e.g. Constant Contact)
• Able to coordinate the efforts of a group to achieve a desired result
• Detail oriented with excellent follow-through
• Choral experience a plus