Program and Operations Manager

Hours and location

Hours: 32 hours/week (4 days/week, although some flexibility is possible)
Location: This is a remote position with occasional in-person responsibilities, which may require lifting objects up to 30 lbs. 

Key Responsibilities

1. Member Relations and Communications

With support from the Board, cultivate and grow the membership of the Society. 

Manage membership applications, including tracking dues, payments, and welcoming processes.

Serve as the primary point of contact for members, ensuring timely communication and exceptional service.

Oversee the creation and distribution of newsletters, event invitations, and other communications to members.

Maintain and update the Society’s website, social media channels (Facebook, Instagram), and email lists to foster engagement and share key updates.

Support member committees by managing scheduling, agendas, task tracking, and documentation.

2. Fundraising and Financial Management

Lead fundraising efforts with Board support, including donor identification, cultivation, and stewardship. 

Collaborate with the Treasurer and Finance Committee to create and monitor the annual budget.

Manage membership dues, contributions, event ticketing, and Annual Fund campaigns; work with the Treasurer and MFS bookkeeper to ensure accurate financial tracking and reporting. 

Lead the preparation and distribution of tax acknowledgment letters, while ensuring compliance with financial and legal standards.

Working with an external accounting firm and the Finance Committee, manage the annual financial review process. 

3. Board Management and Cultivation

Assist in managing the Board's nomination process and filling vacancies.

Support strategic discussions by providing insights from membership data, financial reports, and program impact.

Help foster a collaborative, mission-driven environment by working closely with Board members on key initiatives.

Provide administrative support to the Executive Committee and Board of Directors, including scheduling meetings, preparing agendas, and tracking action items, including:
     ◦  set up and run quarterly hybrid (in-person and virtual) Board meetings
     ◦  set up and run one annual full day retreat.

4. Programming (Events, Grants, and Awards)

Plan, coordinate, and execute the Society’s events, both virtual and in-person, including member meetings, virtual and in-person conversation events, and special events.

Manage the logistics for events, from vendor and contract management to event communications.

Administer the Society’s grants and awards programs, including the application and review process, communication with recipients, and tracking of award outcomes. 

Working collaboratively with the Board, develop and implement online and in-person programming that aligns with the Society’s mission.

Qualifications

• Minimum of 3 - 5 years of experience in nonprofit management, arts administration, or a similar field.

• Strong organizational skills with the ability to manage multiple projects simultaneously.

• Excellent communication skills, both written and verbal, with a collaborative approach to teamwork.

• Proficiency in Microsoft Office, Google Suite, WordPress, Mailchimp, Zoom, and social media platforms. Experience with ELEO or similar CRM systems is a plus.

• Ability to work independently and remotely, demonstrating initiative and attention to detail.

• Familiarity with and enthusiasm for change management.

• A passion for music and a commitment to advancing the arts in Philadelphia.

• Successful applicants must pass a background check.

• Must 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.