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Operations and Engagement 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 Support Specialist to enhance our Operations team.

This role is integral to the seamless functioning of WYSO, emphasizing exceptional customer service to our members, families, and supporters. The ideal candidate will exhibit a commitment to excellence and organization in all aspects of their work.

This is a full-time, non-exempt position with a work schedule from Tuesday to Saturday. Compensation is competitive, ranging from $24 to $26 per hour based on experience.

Key Responsibilities:

Administrative Duties:

  • Coordinate weekend rehearsals, addressing inquiries and resolving issues for members and families.
  • Participate in in-state tours as required.
  • Manage WYSO's general communication channels, including email and voicemail.
  • Input and maintain member data in the CRM, generating reports as necessary.
  • Organize and maintain a public drive for easy access to information.
  • Track attendance and compile reports for rehearsals, distributing them to coaches and conductors.
  • Assist in preparing materials for board meetings and manage board member documentation.
  • Support auditions by managing prospect files and addressing inquiries.
  • Ensure the office and financial files are well-organized and up-to-date.
  • Assist with document storage and mail processing.
  • Support the administrative functions 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 required.

Financial Responsibilities:

  • Oversee invoicing and collection for tuition, private 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 the preparation of annual audits and financial reports.
  • Ensure compliance with state financial institution filings and maintain current licenses.
  • Contribute to the annual budget preparation process.
  • Act as Box Office Manager for concerts and events.
  • Manage petty cash transactions effectively.

Volunteer Engagement:

  • Foster positive relationships with 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.
  • Enhance volunteer engagement to promote WYSO's mission and support.
  • Keep volunteers informed about their roles and responsibilities through regular communication.
  • Coordinate activities and events in collaboration with the Parent Committee.
  • Organize 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 deposit slips to align with accounting records.
  • Support fundraising events and track contributions.
  • 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 processes is advantageous.
  • Availability to work weekends and attend events is essential.
  • Proficient in Microsoft Office Suite and Google Suite.
  • Knowledge of CRM systems is a plus.
  • Detail-oriented, self-motivated, and a team player.
  • Strong interpersonal and communication skills with a focus on customer service.
  • Excellent organizational and resource management abilities.
  • Reliable transportation is necessary for commuting and travel as required.