Brooklyn Youth Chorus Academy - Admin Assistant

Administrative Coordinator
Brooklyn Youth Chorus Academy
(Brooklyn NY)

This is a part-time position that comprises a variety of support functions, including reception, event coordination and administrative assistance. This position reports directly to the Business Manager.

Hours: 3-7:30 Monday thru Friday, Saturday, 9:15 to 4:15 (29.5 hours)


Reception:

1. Greets visitors making them feel welcome and comfortable
2. Answers phones, responds to inquiries, takes messages and directs callers to appropriate staff
3. Maintains voice mail messaging, administers and updates phone system; maintains staff, board email and phone directories.
      a. Updates general message for holidays and special announcements
      b. Assists staff in updating and managing their individual voice mail
      c. Ensures an up-to-date board and staff contact list is readily available in outlook.
4. Keeps seating area clean, inviting and up-to-date
      a. Keeps chorus material stocked and accessible
      b. Develops audition materials
      c. Removes trash from building on Mondays and Thursdays
5. Monitors chorister behavior in the lobby at all times
6. Receives payments and gives receipts for cash.
7. Manages incoming and outgoing mail
      a. Distributes incoming mail, packages, music and other correspondence
      b. Monitors the postage meter, reordering supplies and refilling postage
      c. Assists with large mailings by making copies, labels and stuffing envelopes
8. Monitors office, maintenance, program and library supplies and orders new supplies when needed.
9. Provides administrative support to Executive Director and Artistic Director, as requested

Auditions:

1. Collaborates with conductors on when and whether auditions need to be scheduled.
2. Receives and responds to online and telephone inquiries regarding auditions immediately upon receipt.
3. Provides technical support and assists families in signing up for auditions, when required.
4. Manually logs audition form data in Raiser’s Edge and prepares paperwork in advance of  an audition. 
5. Handles intake of auditions, including taking photos, completing documentation, and directing children to and from audition room.
6. Processes acceptances and rejections:
      a. Logs results of audition
      b. Notifies parents of acceptance/rejection
      c. Notifies parents of open registration periods and waitlist timelines. 

Events:

1. Organizes volunteers for HH and SS in collaboration with chorus managers
      a. Sends out volunteer requests
      b. Confirms suitability with managers
      c. Schedules volunteers for training and event, and Notifies them of schedule
      d. Distributes volunteer schedule to managers
      e. Prepares thank you letters for managers to send
5. Runs Front of House for self-produced concerts and provides event support where needed.
6. Manages ticketing process and inquiries
      a. Handles phone and email questions regarding all shows.
      b. Manages complimentary seating arrangements in consultation with Executive Director
      c. Prepares and monitors seating chart

Data Entry:

-Responsible for data entry into Raiser’s Edge, Filemaker and Quickbooks as needed.

Please send resumes to jsheffield@byca.org