Administrative Coordinator

Young Women's Choral Projects of San Francisco; San Francisco (CA); Hybrid; USD 44,000 - 47,000; Part time

Job summary

Young Women’s Choral Projects of San Francisco is seeking an Administrative Coordinator to support the day-to-day operations under the Artistic Director and the Director of Development. The role combines on-site and remote work across chorister management, concerts, fundraising, and office administration.

The position requires a college degree in arts administration or business, 3+ years in nonprofit settings, and strong Google Suite, MailChimp, and CRM skills.

Qualifications

• College degree or diploma in arts administration or business administration.
• 3+ years of experience in a nonprofit setting.
• 3+ years of experience as an office manager or executive assistant or equivalent (nonprofit preferred).
• Self-motivated with ability to plan, manage priorities, meet deadlines, and handle multiple tasks.
• Advanced experience with Google Suite, Constant Contact, and CRM systems.
• Ability to maintain confidentiality of sensitive information.
• High capacity to work autonomously.
• Excellent verbal and written communication skills.
• Ability to lift and carry up to 25 pounds.
• Strong interpersonal skills with colleagues, children, parents, volunteers, and stakeholders.

Responsibilities

• Provide onsite assistance for families and choristers at rehearsals and performances.
• Liaise with venues regarding scheduling and events.
• Oversee scheduling of Vivo & YWC Voice Lessons.
• Maintain uniform inventory and manage ordering.
• Recruit and oversee Parent Volunteers.
• Distribute concert memos and letters to families.

Skills

Google Suite

Constant Contact

CRM systems

Verbal & written communication

Confidentiality

Self-motivated

Autonomy

Interpersonal skills

Education

College degree or diploma in arts administration or business administration

Tools

DialPad

MailChimp

Job description

Company Description

The Young Women’s Choral Projects of San Francisco (YWCP) is a nonprofit organization dedicated to transforming the lives of young singers through exceptional choral artistry and performance. YWCP serves girls and young women ages 4–18 from diverse socio-ethnic backgrounds, providing a nurturing environment that supports both artistic growth and personal development. Through five levels of musical instruction, participants receive high-quality music education and performance opportunities that build confidence, discipline, and important life skills. YWCP shares the expressive power of its music with local, national, and international audiences, fostering community engagement and cultural enrichment. More information about programs and performances can be found at www.ywcp.org.

Job Description

Reporting to the Artistic Director and working collaboratively with the Director of Development, Choir Directors and Enrollment Coordinator, the Administrative Coordinator will support the administrative and operational duties as they relate to the day-to-day functions of the organization. This position will include both on-site and remote work.

PRIMARY RESPONSIBILITIES:

Chorister Management

• Provide onsite assistance for families & choristers at all rehearsals and performances
• Liaise with rehearsal or performance venues regarding scheduling
• Oversee the scheduling of Vivo & YWC Voice Lessons
• Maintain uniform inventory, and manage ordering and distribution
• Recruit and oversee Parent Volunteers
• In consultation with the Artistic Director, create and distribute concert memos and letters to
• families re: programming or scheduling
• Research & purchase Traveller’s Insurance
• Oversee the ordering and dissemination of annual Yearbook

Concerts & Performances

• Enter concerts into ticketing system
• Collect content and print all recital or concert programs
• For self-produced concerts, serve as Front of House Manager
• Help secure and oversee volunteers for concerts
• Oversee the creation, design and printing of programs for self-produced concerts
• Transport musical instruments or equipment to concert venues
• Liaise with performance venue staff during self-produced concerts, outreach or guest
• appearances

Marketing and Fundraising

• Support Director of Development & Marketing in targeted social media and marketing campaigns
• Assist with website management
• Assist with creating mailing lists, labels, and printing and distribution of marketing and fundraising
• mailings
• Assist with planning and execution of fundraising events including the annual gala

Office Administration

• Maintains organizational documents and databases
• Manage business communications platforms including DialPad, MailChimp, website, etc.
• Photocopy various materials for Artistic and Administrative teams
• Respond to general inquiries via telephone, email and at rehearsals/events
• Collecting mail weekly from the PO Box
• Keep an inventory of office supplies
• Order new music, theory books, music folders, and distribute to directors.
• Work with Volunteer Music Librarians to stamp and catalog new titles
• Reporting all performed music to ASCAP and BMI

HOURS:

The Administrative Assistant is a part-time, approximately 20 hours/week, non-exempt position with a combination of onsite and remote work. The onsite work schedule is Sundays between 2:00-6:00pm and Wednesdays 1:00-9:00pm, with remote work on Mondays, Tuesdays and Thursdays. Occasional weekend work may be required with advance notice.

WAGE:

$32-34/hour commensurate with experience

QUALIFICATIONS & SKILLS:

• College degree or diploma in arts administration or business administration;
• 3+ years of experience in a nonprofit setting;
• 3+ years of experience as an office manager or executive assistant or equivalent (experience in a nonprofit setting is desirable);
• Self-motivated, with the ability to plan, manage competing priorities, track and meet deadlines, and execute a variety of tasks and responsibilities;
• Advanced experience with Google Suite, Constant Contact, and CRM systems;
• Ability to maintain confidentiality of sensitive information;
• High capacity to work autonomously;
• Excellent verbal and written communication skills;
• Ability to occasionally lift and carry objects weighing up to 25 pounds;
• Strong interpersonal skills in dealing with colleagues, children & youth, parents, volunteers, and stakeholders.

Young Women’s Choral Projects of San Francisco is committed to reflecting the diversity of our community. We believe in equity and inclusion, and strongly encourage submissions from all qualified individuals regardless of gender identity, age, race, sexual orientation, and physical ability. YWCP is also committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities, unless such accommodation would cause an undue hardship. To request reasonable accommodation for the job application or interview, please let us know.