CHORUS ADMINISTRATOR
Duties and Services
General
The Administrator provides various important services to the Chorus. The description below seeks to clarify the range of duties and services. The frequency with which these services are required can vary greatly. The time and effort required is estimated at 500 hours per year.
The time commitment will be greatest from about mid August to October 15; December 1 to January 30; and from April 1 through to May 31. These periods include singer registration and two performances.
The Administrator works primarily from a home office and requires high speed internet, a computer, printer and various applications including word processing, excel, data base organization and desktop publishing.
The Administrator will attend rehearsals and CT events when needed.
The Administrator is required to communicate in person, by phone, text and email as appropriate.
General Duties
- Attends rehearsals, as required or as designated by the President.
- Addresses administrative matters.
- With guidance from the Conductor, ensures musical scores are posted on the website for access by members.
- Ensure the chorus website rehearsal and activity schedule is accurate and up to date.
- Ensures key information is communicated to chorus members.
- Ensures the website is regularly updated.
- Retains and secures all records including but not limited to the choir membership and the CT supporter’s data base, financial records and digital music library.
Board Related Duties
- Sets up and attends monthly Board meetings which are normally conducted via Zoom.
- Prepares activity report for board meetings including a basic report of funds on account.
- Records all financial approvals including individual items or contracts calling for multiple recurring payments.
Financial Responsibilities
The Administrator will perform the following duties in conjunction with the Treasurer. These procedures may be amended from time to time, as required by the Treasurer:
- Membership List: Maintains a spreadsheet showing the CT membership donations made by members. The spreadsheet will separately indicate membership donations made through CanadaHelps and those provided directly by cheque or cash.
- Payments and Subsidies: Ensures that required funds are received from registered singers. This includes making subsidy arrangements on a confidential basis with singers unable to make full payment.
- Revenues: Deposits all monies, cash & cheques received in a timely manner. The president and treasurer will have access to the credit union account portal through which they can monitor transactions and accounts.
- Invoices: Receives all payment invoices. Prepares and issues timely payment in the form of e-transfers or cheques for all payables approved by the Board.
- Donations: Prepares tax receipts for all donations received directly. (NOTE: Most donations are received through CanadaHelps thereby not requiring CT tax receipts.)
- Bookkeeper: Provides financial information to the bookkeeper on an ongoing basis. (The financial statements prepared by the bookkeeper are submitted to accountant for review and presentation at the Annual General Meeting.)
- Concerts:Sets up and monitors EventBrite ticket sales posting. Manages front of house & ticket payments at CT performances.
- Fundraising Events: Assists with financial matters during fundraisers.
- SOCAN: Ensures music performance royalties are paid.
- Revenue Canada: Ensures that annual Charitable Organizations Report is submitted at end of calendar year.
Membership Orientation and Registration
- Administrator registers new and returning members each season, and if applicable, members joining for the second part of the season, commencing in January.
- Receives and reviews information provided by new and returning singers, ensuring their names and contact information are accurately recorded; their membership donation is received; and vital information, including the location of scores and other important information, is provided.
- Works within procedures approved by the Board with members requesting subsidies, to provide for accessibility.
- Ensures all members meet registration requirements with the status of members reported to the Membership Coordinator and the Board within applicable deadlines.
- Assist with the organization of new member orientation session throughout the year.
- Notes member disclosed accessibility needs and reports same to the Accessibility Coordinator.
- Creates and maintains an up-to-date directory of all registered members and distributes it to the Board and Music and Social Section Leaders.
Conductor Support
- Answers or re-directs emails and other correspondence addressed to the Conductor; distributes and/or posts material as directed by conductor and performs other duties as required by the Conductor.
- Orders choral scores or digital permissions for music use.
- Liaises when required with artists, instrumentalists, sound technician and stage manager.
- Arranges for rehearsal spaces outside of Cecil Community Centre for sectional rehearsals, choral retreats and other gatherings, as authorized by the Conductor or Board.
Volunteer Coordination
- Coordinates and supports volunteers and committees (i.e. concert, music and membership committees)
Concert Production, Event Coordination, Promotion and Outreach
(This role will vary, depending on whether a Concert Committee is active for an event. Generally, a committee will be involved in major performance.)
For major performances:
- Provides general support to the Concert Committee for matters such as venue selection, event promotion, ticketing, posting promotional materials on website, distribution of promotional materials through social media, distribution of fund-raising postings and literature, design and development of event posters and tickets, and ensuring paper copies of posters and tickets are available to chorus members.
- Coordinates box office and other front of house activities and volunteers.
- Assist, if requested, with set up of merchandise sales, refreshments and other ancillary activities.
For smaller performances which are not coordinated or led by the Concert Committee:
- Takes a lead role in event promotion, ticketing, posting promotional materials on website, distribution of promotional materials through social media and website, design and development of event posters and tickets, with assistance from Board and Conductor, create a basic program for the event, ensure sufficient copies are available at the event, ensuring paper copies of posters and tickets are available to chorus members, etc.
- Coordinate box office and other front of house activities and volunteers.
- Assist, if requested, with other ancillary activities.
Fundraising Events
- The Administrator will support the committee responsible for fundraising events. The choir normally holds up to two fundraising events outside of concerts each season.
- For such events the Administrator’s role will be similar to those set out for major and minor performances, above.