Program Coordinator

2 weeks ago

Charlotte, United States Tosco Music Full time

Job Description

Job Title: Program Coordinator

Reports To: Program Director

Exempt / Non-Exempt:Exempt

Full time / Part Time:Full-Time



Position Summary


The Tosco Music Program Coordinator role is responsible for program, outreach and general administrative duties as well as Volunteer Coordination. 


This full-time position requires flexibility to work primarily on the typical Tosco Music work week schedule as well as evenings and weekends in support of Tosco Music programming and events schedule.


Position Responsibilities 

Program Coordination (15%) In support of Tosco Music’s annual programming schedule, the Program Coordinator will assist the Program Director with event preparation, show materials, performer communications & logistics including:


Oversee proactive distribution, collection & organization of performer materials including:

○ Promotional materials and W9s 

○ Gathering talent needs, informing tech team about performance specs for show 

○ Relaying show/venue details 

○ Distributing post show photos/videos 

○ Updating info in DonorPerfect

Maintain & Prep show materials 

○ Printing signage 

○ Preparing Guest List, Sound Sheet, etc. 

Manage day of show coordination 

Manage backstage volunteers 

Help plan & facilitate performer needs at rehearsals as needed

  • As per Program Director, make event purchases & rentals, including ordering of food for Green Room & Donor Lounge
  • Participate in Event load-in/out – equipment transfer from storage to the venue in the morning on event day, and back after event 


Outreach/Special Projects Coordination (15%) In support of Tosco Music’s annual outreach programming schedule & special projects, the Program Coordinator will assist the Program Director & Executive Director with event coordination, performer communications & logistics including:


Manage the scholarship portal 

○ Updating spreadsheet 

○ Communicating with applicants/judges

Support Open Mic monthly events 

○ Creating sign-up link 

○ Adding new performers info to DonorPerfect

○ Attending & supporting monthly event

Table at other outreach events 

Oversee Shopify earned revenue stream 

○ Managing Inventory, uploading & removing items on online store 

○ Shipping online orders 

Oversee Reverb earned revenue stream 

○ Listing Items 

○ Negotiating sales 

○ Shipping purchased items

Manage the transfer of past video footage archives 


General Administrative Duties (35%) Support Tosco Music Executive Director, programming, operations, volunteers, communications & development efforts as needed to assure team success including: 


Manage Google Drive 

○ Organizing photos & videos to assure easy access & ongoing use

○ Filing documentation including release forms, promotional materials, etc.

○ Managing team calendar

Manage donations & payments received 

○ Scanning, distributing & filing documentation

Retrieve, distribute Tosco Music mail 

Storage unit & inventory management 

IT support 

○ Supporting IT needs as possible & serving as liaison with CCP Support team


Volunteer Coordination (35%) Support Program Director in recruitment and management of volunteers including: 


  • Defining current volunteer roles while also cultivating capacity to engage volunteers in new ways to support the organization’s mission and programs
  • Tracking volunteer contributions – capturing volunteer hours as a valuable resource 
  • Maintaining written processes & procedures 
  • Building relationships with current & past volunteers, audience and other community members as potential volunteers going forward
  • Recruiting, screening, training & placing new volunteers (promotion, info sessions, networking)
  • Managing Volunteer registration forms & other documentation
  • With Program Director, planning & managing day-of event volunteers - confirming availability, scheduling & role assignments for all event setup/breakdown, backstage & lobby roles






Qualifications

  • Bachelor’s Degree with at least 2 years of arts programming experience or other relevant experience
  • Enthusiasm, teamwork-focused and strong customer service orientation able to maintain positive relationships with a wide variety of stakeholders 
  • Excellent written and verbal communication to coordinate schedule changes, draft program materials and collaborate with performers
  • Strong time-management and organizational skills, detail-oriented and proactive to perform well working independently with a flexible and unstructured schedule
  • Initiative and confidence to be hands-on and directly responsible for tasks as processes are created and improved to build the organization’s programs
  • Creative problem-solving skills and ability to think critically and make informed recommendations for process improvement
  • Demonstrate ability to manage multiple areas of responsibility and meet target goals 
  • Motivated to work on a team committed to equity, cultural awareness and sensitivity
  • Availability to work some nights and weekends for Tosco Music events 
  • Computer proficiency including Microsoft Office applications (Word, Excel, PowerPoint) and cloud storage applications (Dropbox, Google Drive, etc.)
  • Proficiency with Shopify is a plus
  • Proficiency with project management system Asana and constituent relationship management (CRM) database applications including Donor Perfect is a plus


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