Office Manager Position

Title: Office Manager

Description: Membership and Events Manager

The Office Manager is often the first person to speak to parents inquiring about chorus membership. An open and welcoming tone is required when answering questions and assisting with applications. The Office Manager attends rehearsals and other events, and maintains a professional relationship while interacting with children, parents, staff, and volunteers. The ideal candidate will have worked in a similar non-profit setting (e.g. PTA officer, public school educator or administrator, arts organization administrator, or youth sports team/league manager).

The Office Manager communicates with parents and children weekly in a positive and supportive manner.

Reports to: Executive Director and Artistic Director

Office Manager Job Purpose: Support the operations of an education and music performance -based non-profit organization by maintaining office systems, and supporting staff, board of directors, membership, and events.

Part-time position: An average of 20 hours weekly as required. Vacations as scheduled with approval of Executive Director and Artistic Director. Some duties may be performed from home, while others require working in the chorus office.



Support Membership

* Ensure members, donors, sponsors, and event attendees receive high quality of customer service via email, phone, and all other appropriate membership correspondence.

* Process membership applications, renewals, event and summer camp registrations, and exhibitor applications.

* Update and maintain membership database of over 2,000 members.

* Assist with chorus travel arrangements as needed.


* Effectively manage all administrative and logistical details of all committee and board meetings. Administrative duties may include, but are not limited to: scheduling meetings, arranging for meeting spaces, preparing agendas and handouts.


* Develop, implement, and adhere to effective event planning timelines and ensure deadlines are met; manage registration and check-in at all events.

* Set up ticket sales events through Eventbrite.

Fundraising and Marketing

* Administer and coordinate fundraising opportunities. Research and recommend fundraisers, and continue established fundraisers. Work with volunteers to launch fundraisers and communicate information to membership.

* Manage the S.O.S. Fund for chorus families. (Family fundraising accounts to defray travel expenses.)

* Coordinate mailings and email marketing campaigns to promote programs and services to the membership.

* Assist Social Media Coordinator as needed with LinkedIn, Facebook, and Twitter strategies with guidance from the Executive Director and Board of Directors.

* Maintain accurate and updated records of donations received, and donor details.

* Produce requested information and financial reports necessary for grant applications.


Office – Support Executive Director, Artistic Director and Board of Directors


* Contribute to team effort by accomplishing results as needed.

* Develop and maintain relationships with all teaching and artistic staff. Provide support as requested.

* Handle all of the organization’s finances, including but not limited to payroll, accounts payable and receivable, and providing information to our accountant as necessary.

* Record hours worked by staff and maintain payroll information.

* Process payroll and distribute by hand or mail as appropriate. Maintain record of payroll rates and agreements with each staff member.

* Maintain contact information for each staff member and each board member.

* Communicate with website manager to maintain and update website content according to event schedule.

* Complete necessary administrative duties (paperwork, etc.) accurately and in a timely manner.

* Complete operational requirements by scheduling and assigning volunteers; following up with volunteers as necessary.

* Maintain office services by organizing office operations and procedures, correspondence, filing systems.

* Assign and monitor clerical functions. Recruit services of volunteers and interns as deemed necessary.

* Maintain and track all publications inventory, purchases and deliveries of music. Distribution of music when required.

* Initiate and oversee the creation of concert programs, including coordinating with staff members, updating included member, sponsor and donor listings, updating staff bios, and communicating with graphic designer.

* Order and track all office supplies.

* Administer and coordinate grant applications and opportunities. Coordinate with Executive Director to provide requested materials to grant writer. Maintain calendar of deadlines, i.e. submission of grants and completion of final reports. Compile financial, demographic and concert attendee information as required by each individual grant application. Track concert attendance by demographics including age, race, complimentary tickets, pricing, etc.

Support Board of Directors

* Attend Board meetings and record minutes.

* Create and maintain records for the Board of Directors and executive staff.

* Request and compile materials for Board Meetings in advance.

* Distribute materials electronically prior to all meetings and events.

* Assemble monthly meeting packets, create document binders for new board members, and retain all meeting documents for the organization.

* Provide minutes to Board members in a timely manner.

* Provide financial reports prior to Board meetings.

Community Relations

* Develop and maintain positive relationships with venue hosts for all rehearsal and program satellite locations.

* Develop and maintain positive relationships with businesses that provide services and donate in kind services.

* Other duties as assigned.





The ideal candidate will have a successful record in administrative functions, community collaboration, and program development. Non-profit experience is preferred.

* Bachelor’s degree (or equivalent).

* Background check – Current fingerprint and criminal records report upon receipt of job offer.

* Two to five years of administrative experience, preferably in non-profit or education related settings.

* Excellent writing and communication skills.

* Excellent interpersonal skills.

* Team player – ability to collaborate with all kinds of people in occasionally stressful or time-sensitive scenarios with grace and poise.

* Excellent organizational skills, attention to detail, able to work independently and exercise good judgment.

* Effective time management skills.

* Knowledge and experience with customer service.

* Ability to multi-task and meet deadlines while working on several projects.

* Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint and Publisher), Quickbooks.

* Must be flexible, capable of reacting to unexpected circumstances, and be proactive in dealing with them.

* Social Media competency (LinkedIn, Facebook, Twitter).

* Ability to work evenings and weekends as requested.

* Availability on Tuesday evenings to attend rehearsals 5-9pm is required.

* Must commit to being available for major chorus events. A sample calendar is available on the website.


* Proficient in working on a Macintosh. Will train if necessary.

* Proficiency in Filemaker Pro or related database experience. Will train if necessary.

* Website content management experience.

* Experience working with volunteers and parents.

* Experience in event management.

To apply:

Send resumé, and cover letter to:

Judy DuBose

10716 Etzler Mill Rd.

Woodsboro, MD 21798

Or by email:

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