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Membership and Administrative Services Coordinator

2 months ago

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

Overview:

The Wisconsin Youth Symphony Orchestras (WYSO) is in search of a dedicated Membership and Administrative Services Coordinator to enhance our team.

This role is integral to the WYSO Operations team, focusing on maintaining smooth and efficient operations. The position emphasizes exceptional customer service to our members, families, and supporters, ensuring excellence and organization in all responsibilities.

This is a full-time, non-exempt position with a work schedule from Tuesday to Saturday. Compensation is competitive and commensurate with experience.

Key Responsibilities:

Administrative Duties:

  • Coordinate weekend rehearsals, addressing inquiries and resolving issues for members and families.
  • Participate in local tours as necessary.
  • Manage WYSO's general communication channels, including email and voicemail.
  • Input and maintain member data in the CRM, generating reports as required.
  • Organize and maintain a public drive for easy access to information.
  • Track attendance and generate rehearsal reports for coaches and conductors.
  • Assist in preparing materials for board meetings and manage board member documentation.
  • Support auditions by managing prospect files and answering inquiries.
  • Ensure the office and financial files are organized and up-to-date.
  • Assist with document storage and manage incoming and outgoing mail.
  • Support the administrative needs of the WYSO Center for Music.
  • Provide assistance to WYSO Board committees as needed.
  • Maintain an updated administrative manual with essential information.
  • Update website content as necessary.

Financial Management:

  • Oversee invoicing and collection for tuition, lessons, and scholarships, including data entry and payment tracking.
  • Prepare timesheets for private teachers for accounting purposes.
  • Process scholarship applications and communicate results to applicants.
  • Prepare weekly deposits and reconcile financial discrepancies.
  • Assist in preparing reports for audits and financial filings.
  • Ensure compliance with all necessary financial institution filings and licenses.
  • Contribute to the preparation of the annual budget.
  • Manage box office operations for concerts and events.
  • Oversee petty cash management.

Volunteer Coordination:

  • Foster positive relationships with the WYSO Parent Committee Leaders and volunteers.
  • Collaborate with the Parent Committee to plan the annual calendar of activities.
  • Identify and recruit volunteers for WYSO events and activities.
  • Ensure volunteer engagement aligns with WYSO's mission and enhances support for the organization.
  • Keep volunteers informed through regular communication and meetings.
  • Act as the liaison for the Parent Committee, coordinating various activities and events.
  • Organize annual recognition events for volunteers and members.

Development and Database Management:

  • Record all donations in the constituent relationship management system.
  • Assist with annual fundraising campaigns as needed.
  • Update contact information in the database to ensure accuracy.
  • Prepare reports and documentation for financial tracking of donations.
  • Support event committees by tracking items and managing RSVPs.
  • Collaborate with the Parent Committee and development staff to achieve fundraising goals.

Qualifications:

  • A bachelor's degree or equivalent experience is required.
  • Experience in volunteer engagement is preferred.
  • Familiarity with bookkeeping and accounting practices is a plus.
  • Availability to work weekends and attend events is essential.
  • Proficient in Microsoft Office Suite and Google Suite.
  • Knowledge of CRM systems is advantageous.
  • Strong attention to detail, self-motivated, and a team player.
  • Passion for working in a mission-driven environment.
  • Excellent communication skills with a focus on customer service.
  • Strong organizational and resource management abilities.
  • Reliable transportation is necessary for commuting and travel.