As the sole paid Administrative staff member, the Administrative Coordinator (AC) is responsible for all administrative functions of the orchestra and will be handling both large and small issues. The AC must be pro-active, detail oriented, highly organized, and adept at multi-tasking and thinking ahead.
It is the AC’s job to help organize and support TMO’s Board of Trustees, Committees, and Artistic Staff. They will support the Music Director and artistic staff by providing administrative support for the concerts and educational programming activities scheduled throughout the year. The AC is an operational orchestra lead in and of itself.
The AC is the first point of contact for the Orchestra for audience members, patrons, corporate/individual sponsors, grant-making partners, volunteers, vendors and the general public. The AC must have excellent speaking and customer service skills. They will be able to listen, determine the appropriate course of action and provide follow through to ensure a satisfactory outcome or resolution. The AC will inspire confidence, keep on schedule and effectively address interpersonal challenges.
Job Description: This position is responsible for providing general administrative and operational support as needed, including but not limited to:
Organize and maintain office routine – including regular collection and distribution of mail, email, and phone calls/messages resulting in a timely and appropriate response
Maintain organizational files and documents such TMO’s master calendar and to-do list
Update donor database and other organizational lists
Prepare for Board and Committee meetings by printing agendas/handouts, taking minutes, and attending meetings when necessary
Assist accountant with basic bookkeeping tasks including bill paying, check cutting, mailing checks, making deposits, invoicing, running financial reports, assisting with annual tax submission, etc.
Coordinate insurance coverage for staff and the organization, this will include the annual worker’s comp audit, and event certificates
Manage repair and maintenance of office equipment
Keep storage room stocked and organized
Perform general administrative support
Coordinate monthly print/electronic newsletters, and collateral materials
Assist in creating and maintaining web sites, social media and collateral materials
Produce donor communications, including appeal and thank you letters
Provide support by researching possible grants and helping to prepare applications
Concerts and Special Events
Administer contracts for soloists, musicians, vendors, etc.
Schedule volunteers for concerts and special events
Track event and concert attendance
Take on additional tasks as directed by the Presidents and/or Office of the Board of Trustees
Specific Desirable Skills:
2-5 years of experience working with a non-profit organization, arts organization and/or small business operations experience,
Excellent written, verbal and interpersonal skills, who anticipates problems and provides solutions,
Well organized, and a creative thinker with the ability to work independently,
Computer proficiency including QuickBooks on-line; Microsoft Office Suite; WordPress or equivalent,
Understanding of social media platforms, and e-marketing programs such as Constant Contact and Survey Monkey,
Ability to maintain/update TMO website
Capable of managing several projects simultaneously, while maintaining attention to detail.
Ability to work flexible hours to include some evenings (e.g., at orchestra performances) and weekends, and
Familiarity with the Greater Northern Virginia region.
About Tysons McLean Orchestra
The Tysons McLean Orchestra (www.tysonsmcleanorchestra.org), now in its 49th year, numbers over sixty professional musicians performing through-out the Northern Virginia Community under the baton of nationally recognized Music Director/Conductor, Maestra Miriam Burns of New York. The McLean Youth Orchestra (“MYO”) program, a project of the TMO was founded in 1983, and is considered a preeminent youth orchestra program in Northern Virginia, currently led by Gerald Fowkes. In addition to the MYO, the youth program includes a Repertory Ensembles under the baton of Drew Lisowski.
The mission of the TMO and MYO is to build “Community in Concert” by helping to strengthen community connections through music. Toward that end, in addition to a regular concert schedule, the organization is involved in numerous community activities including concerts within the community for the underprivileged, appearances in community festivals, performances to benefit charities, professional networking events, and various competitions and exchange programs.