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Administrative and Membership Coordinator

3 months ago

Madison, United States WYSO | Wisconsin Youth Symphony Orchestras Full time

Summary:

The QTI Group has partnered with the Wisconsin Youth Symphony Orchestras who is seeking an Administrative and Membership Coordinator to join their team.


The Administrative and Membership Coordinator is a core member of the Wisconsin Youth Symphony Orchestras (WYSO) Operations team and shares responsibility for ensuring that WYSO runs smoothly and efficiently. The position has a strong focus on customer service to members, families, and donors, striving for a high level of excellence and organization in all tasks, large and small.


This position is a full-time, non-exempt, direct-hire opportunity with a work schedule from Tuesday-Saturday. The compensation range is $24-$26 per hour depending on experience.


Responsibilities:

Administrative:

  • With Operations team, serve as a weekend rehearsal coordinator, troubleshooting issues and questions from members and families.
  • Attend in-state tours as needed.
  • Monitor WYSO general email, phone, and voicemail.
  • Record all member data into the CRM and update as needed. Generate reports as needed.
  • Maintain an organized public drive.
  • Track attendance in the database. Generate reports for rehearsals and email it to coaches and conductors.
  • Assist with preparation of materials for board meetings. Track board member paperwork and payments and update rosters.
  • Staff and assist with auditions, create new prospect files, assist prospects with questions, prepare and distribute results.
  • Maintain an organized office, vendor, and financial files. Maintain knowledge and upkeep of office machines and office supplies.
  • Assist Operations Assistant with timely document storage.
  • Process all in-coming and outgoing mail. Maintain adequate postage for ongoing needs.
  • Support the administrative needs of the WYSO Center for Music.
  • Support WYSO Board committees as requested.
  • Maintain an updated administrative manual including logins and passwords.
  • Update parts of the website as needed.


Financial:

  • Responsible for tuition, chamber music, private lesson, scholarship and special project invoicing and collection, including data entry and tracking of payment plans.
  • Prepare Private Teachers timesheets for accountant.
  • Process Scholarship applications for committee, prepare and send results, collect agreements.
  • For accountant, prepare weekly deposits; reconcile returned checks and errors, prepare credit card reconciliations.
  • Prepare reports for the annual audit and 990 preparations.
  • Ensure all Wisconsin Department of Financial Institution filings, annual reports and licenses are current.
  • Assist with preparation of the annual budget.
  • Serve as Box Office Manager for all concerts and events.
  • Manage and monitor all petty cash.


Volunteer Engagement:

  • Develop meaningful engagement and positive working relationships with the WYSO Parent Committee Leaders and committee (PLC).
  • With the WYSO PLC plan the annual calendar of activities including regular PLC meetings.
  • With the WYSO PLC, identify, recommend, and secure volunteers for WYSO concerts and activities.
  • Ensure that volunteer engagement extends the WYSO brand, reach and financial support for the organization.
  • Keep the PLC volunteers informed about WYSO and their duties through regularly scheduled meetings, emails, phone calls.
  • Serve as the staff liaison to the WYSO PLC/WYSO Connections and help to coordinate all activities including Taste of WYSO, PLC fundraisers, Musical Notes Turn In, PLC crisis phone trees, PLC leadership structure and support of the PLC committee for nominations and elections.
  • Produce annual senior luncheon, volunteer recognition and Musical Notes awards ceremonies.
  • Plan and execute end of year member awards.


Development and Database Support:

  • Record all gifts received by WYSO in the constituent relationship management system.
  • Assist with annual campaign mailing if needed.
  • Update constituent address and contact information in Little Green Light.
  • Prepare reports and deposit slips to ensure gifts are entered and match the accounting records.
  • Support the AON benefit committee, track auction items, record guest RSVPs and day-of-event support.
  • With PLC and development staff, lead, and support family fundraising with the goal of meeting budget.


Requirements:

  • Bachelor’s degree or equivalent related experience is required.
  • Volunteer engagement experience desired.
  • Familiarity with bookkeeping and accounting processes is preferred.
  • Willingness and ability to work weekends and attend WYSO concerts and events.
  • Advanced working knowledge of Microsoft Office Suite, Google Suite.
  • Knowledge of CRM systems is preferred.
  • Meticulous attention to detail, self-starter, team player.
  • Enjoys a mission driven environment.
  • Excellent interpersonal, written, and verbal communication skills with a focus on customer service.
  • Exceptional task and resource management skills.
  • Must have reliable transportation to commute to work and travel as required.