FAIRFAX CHORAL SOCIETY SEEKS OFFICE ADMINISTRATOR
The Fairfax Choral Society is seeking a part-time office administrator that reports to the board chair and supervises interns and volunteers. This is a contract 1099 position, which is currently staffed by two part-time contractors. FCS Office Administrators directly support the execution of all aspects of the Fairfax Choral Society - all choruses, rehearsals, musicianship classes, concerts, and office administration.
Duties and responsibilities include, but are not limited to:
FCS Membership
· Obtain approved membership due rates from Board, set up and manage membership registration of new and returning members, adding or editing members in Chorus Connection as needed.
·Ensure accurate records and contact information for FCS members, youth parents, staff and Board members.
·Organize and enlist volunteer and intern support across all aspects of FCS operations.
· Ensure Chorus Connection Calendar is populated with rehearsal, class and concert information for the season.
· Prepare for and assist with Youth Orientation events.
· Ensure Chorus Handbooks are updated at the beginning of each season.
Financial
· Set up dues and tuition in Chorus Connection and monitor that they are being paid in a timely manner.
· Provide Finance with monthly (or as needed) reports on payments made via Chorus Connection and PayPal.
· Collect Financial Assistance Applications, review for completeness, and forward to the Board for determination.
· Execute agreements with FCS staff, ensuring 1099 forms (W-9s) are completed; post digital copies on secured Google Drive.
· Collect hours worked from hourly staff on a monthly basis and provide information to Finance.
· Manage and schedule venues for rehearsals, classes, concerts, and special events as directed by Directors and Board. Execute contracts with venues as required.
· Record and deposit all checks received in the office, sending Finance a detail sheet of deposit.
· Process organization’s bills by completing a Check Request form and submitting it with backup documents to Finance.
· Maintain Donor mailing list. Record donations, promptly acknowledge donations with thank you /tax letter or email. Inform Board Chair of large donations and report donations as requested to full Board.
· Facilitate semi-annual fundraising appeals, printing letter and labels, stuffing envelopes, using FCS Permit for mailing.
· Provide support and/or manage FCS Fundraising Events (Auction, Raffle, Dessert and Soup Fundraisers).
· Ensure FCS corporate registrations, dues, and other corporate filings and memberships are current.
· Assist with Grant application process as requested.
Concert Support
· Manage posting of concert details, graphics and ticket sales on FCS Website. Report on ticket sales as requested.
· Manage concert program and marketing flyer production and printing. Produce and distribute Production Schedule for each concert program, ensuring each person providing input knows deadlines.
· Coordinate with support musicians, audio, video and photography individuals as requested by Directors, collect 1099 info (W-9) and ensure payment. Ensure all digital audio/visual files are posted to the Google Drive.
· Support procurement of sheet music as requested, to include: ordering, distribution, reimbursement and billing members through Chorus Connection. Ensure incoming bills for music are paid in a timely manner.
· Serve as, or arrange for, the on-site Front of House Manager for all concerts.
· Recruit volunteers for each concert as needed and requested by Front of House Manager.
· Prepare concert supplies for Front of House Manager (Tickets, Comp Tickets, Cash Boxes, Programs, Volunteer List, Volunteer Instruction Sheets, Ticket Sales List, FCS Member Lists)
Communications
· Obtain Master Season Calendar from Directors; Manage preparation and mailing of annual FCS Season Brochure.
· Manage Constant Contact account and distribution lists; sending announcements as required or requested.
· Publicize FCS programs and disseminate audition opportunities through a variety of online communication platforms.
· Manage timely updates and postings on the FCS website, as well as FCS’s Facebook and Instagram accounts, and other social media accounts as needed.
· Ensure member and parent concerns are addressed or directed to the appropriate person for action in a timely manner.
· Prepare written reports to the board as requested and attend FCS Board meetings.
· Organize and maintain FCS physical and digital files, ensuring those with a need to access can do so.
Qualifications:
· Bachelor’s degree, with at least 2 years of administrative and/or customer service experience, preferably in the arts
· Excellent interpersonal and organizational communication, writing, and problem-solving skills
· Ability to work with accuracy, attention to detail, and as part of a team
· Proficiency in Microsoft Office and Google Suite
· Willingness to learn QuickBooks, WordPress and Adobe Creative Suite
· Experience or willingness to learn social media, website, and FCS-specific online applications.
For more information, visit the Fairfax Choral Society website.
If you have a job or internship opportunity to share with Arts Management students and alumni, email a full description to amgtgmu@gmu.edu for posting.