Administrative Associate

Chorus America
Location: 
Washington, DC
Type of Position: 
Administrative
Application Deadline: 
Friday, October 22, 2021

ABOUT CHORUS AMERICA 

Chorus America is the advocacy, research, and leadership development organization that advances the choral field. Our mission is to empower singing ensembles to create vibrant communities and effect meaningful change. We support and serve choral conductors, administrators, board members, and singers with tools, training, peer networking, publications, and access so that choruses are better able to contribute to their communities. Our membership includes more than 6,000 choruses, individuals, and businesses. 

Chorus America’s commitment to access, diversity, equity, and inclusion (ADEI) is central to our mission and organization, focusing on racial justice in the choral field. When Chorus America was founded over 40 years ago, its mission was to serve professional choruses and uphold standards that centered on Western European musical traditions. Our organization still reflects this history. As we continue to take meaningful action steps (More information can be found here: ADEI Update), we also recognize that we have much to do to ensure that Chorus America represents and serves the vibrant diversity of the choral field and lives up to our current mission. 

POSITION 

Reporting to the Director of Finance & Operations, this position will play a key role in supporting the operational and organizational efficiency of Chorus America from our Washington, DC office. This person will interact extensively on the phone with our membership and donors, engage with the organization's ten-person team who work both from home and at our office with logistical and administrative support to accomplish the objectives of the Operations team. This position also provides executive support to the CEO and board of directors. The ideal candidate will have an interest in arts administration, demonstrate the capacity to multi-task, and exemplify a commitment to access, diversity, equity, and inclusion (ADEI).

The administrative associate position is grant-funded through September 2023. The intension is to secure funding to sustain this position beyond the grant period. 

WORK LOCATION

This position requires in-office hours at our Washington DC office and requires a complete Covid vaccination. Chorus America is currently a remote-first organization as we work towards a hybrid plan that will require DC-area staff to work at our office in person at least four days per month. Additional days may be required. We provide a laptop and technology support to enable effective remote work; a reliable WiFi and phone connection is required.

Our small staff has built a dynamic and strong team culture rooted in collaboration and relationship-building. We continue to actively adapt our culture and approach to teamwork to bridge in-person and remote staff communication. 

 

AREAS OF RESPONSIBILITY  

Office Management  

  • Support the day-to-day operations of the physical office space including maintenance of the conference rooms, mail room, recycling, and general work spaces; 

  • Coordinate guest visits with building security;  

  • Procure, maintain, and organize all office space supplies. 

General Administration  

  • Maintain the main phone line, voicemail, and service@chorusamerica.org mailbox;  

  • Deposit checks, run credit card charges, and participate in monthly reconciliation; 

  • Liaise with and vendors, members, donors, grantees concerning accounts payable items and inquiries; 

  • Organize and maintain digital and physical files in accordance with record management policies; 

  • Fulfill publications orders and manage the publications inventory; 

  • Assist with general office functions including mailings, data entry, open and distribute mail regularly to staff; 

  • Assist the Development Department with data management and recurring donor stewardship tasks; 

  • Participate in the Annual Conference by providing members with customer support, registration assistance, and on-site support as requested;  

Board Governance Administration  

  • Assist in scheduling and confirming Board members for planned meetings; 

  • Assist in virtual and in-person meeting logistics;  

  • Compose, proofread, and finalize correspondence, documents, meeting minutes, reports, and board meeting materials, using experience and judgment; 

  • Manage service recognition for the Board and committees; 

  • Manage the annual process for Conflict-of-Interest disclosure forms; 

  • Maintain appropriate documentation and electronic files. 

IF YOU WERE WORKING WITH US, HERE ARE SOME OF THE THINGS YOU WOULD HAVE DONE LAST WEEK 

  • Join your colleagues on Teams for a weekly roundtable with the full staff  

  • Travel to the Washington, DC office to open and distribute mail, and fulfill publications orders 

  • Make check and credit card deposits, digitize records, and record some transactions in the database 

  • Call a monthly donor to obtain current payment information 

  • Coordinate a date and time for an upcoming Executive Committee meeting  

  • Assist the development department with digital donor acknowledgement emails  

  • Advise a prospect member with general information regarding the benefits of a Chorus America membership 

QUALIFICATIONS 

  • Commitment to access, diversity, equity, and inclusion;  

  • High school diploma or GED required; 

  • Minimum of one year of experience working in a professional office environment; 

  • Fluency with Microsoft programs including at minimum Word, Excel and PowerPoint; 

  • Experience with an industry-standard database;  

  • Strong organizational skills and attention to detail; 

  • Committed team player with outstanding customer service skills;  

  • Strong follow-up and time management skills; 

  • Ability to exercise confidentiality and privacy of sensitive materials;  

  • Can travel once per year to work onsite at our Conference, approximately five days in June including weekend dates; 

  • Complete COVID vaccination, per current CDC guidance. 

PREFERRED QUALIFICATIONS 

  • Associates or bachelor’s degree preferred; 

  • Proofreading experience with attention to detail desired; 

  • Knowledge and appreciation of music or the arts is desired.

Compensation and Benefits: 

$35,000-$40,000 annually with medical, dental, vision, short- and long-term disability, life insurance, and paid time off. 

Application Procedure: 

Interested applicants should submit a resume and brief cover letter that outlines why you are interested in the position and why you are a strong candidate to Anne Grobstich Erps at anne@chorusamerica.org with the subject line: Chorus America Administrative Associate. Deadline to Apply: October 22, 2021. Applications will be reviewed on a rolling basis, and a hiring decision may be made before the application deadline. 

Chorus America is a registered 501(c)3 not for profit organization and an equal opportunity employer. Access, diversity, equity, and inclusion is a critical component of our mission, vision, and values. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, gender, sexual orientation, national origin, age, marital status, mental or physical disability, pregnancy, military or veteran status, or any other basis prohibited by state or federal law. People underrepresented in the choral field by race, class, ability, and/or gender identity are encouraged to apply. 

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