Administrative Coordinator

About the Pioneer Valley Symphony:

The Pioneer Valley Symphony was established in 1939, and is one of the oldest community orchestras in the US. Based in Greenfield, Massachusetts, the PVS connects, engages, inspires and enhances our community by providing opportunities to make, appreciate, and learn about music. The PVS is above all a strong community of musicians and music lovers who gather for innovative and accessible programming and educational opportunities. The PVS is proud to introduce our community to new works, unfamiliar composers, and unique perspectives, building on a legacy of excellence in performance through professional-quality performances and access to world-class soloists, composers, and scholars. For the more than 130 PVS Orchestra and Chorus musicians, our audience members, and the 1,000 annual participants in our in-school and youth ensemble education programs, we seek to inspire and nourish a life-long love of music, making the joy of classical ensemble music welcoming and accessible to all.

Administrative Coordinator: 

As a central hub for communication with individual community members, volunteers, donors and sponsors, the Administrative Coordinator provides a consistent, professional and engaged presence to our membership and community. The position includes a broad range of administrative, development, and production duties, and requires someone who thrives on working independently. A great candidate will have work or lived experience that shows they can work proactively, adaptively, and in close collaboration with others, and exercise good judgement in prioritizing their work. Specific day-to-day administrative tasks needed to keep the office (currently the virtual “office”) running smoothly are balanced by duties in fundraising, production, and in support of the board of directors. The Administrative Coordinator is encouraged to make recommendations for systems improvements and guide implementation. The Administrative Coordinator is under the supervision of the Executive Director, and will also work closely with other staff, volunteers, and members of the board of directors.

Hours: 

Approximately 30 hours per week. Some in-person duties are required, but working hours are often flexible, and up to 50% remote work is possible. This position is available for immediate hire. Applications will be accepted on a rolling basis until the position is filled. 

Compensation: 

Non-exempt (hourly) employee, $20.50/hr

Responsibilities:

Office Management

• Manage main office email, mail, and phone correspondence, ensuring professional, timely, and efficient communication.
• Keep shared electronic files and PVS physical archives in good order; maintain and update (or, when needed, create and implement new) organizational systems.
• Manage the PVS physical office, including communication with rental company, inventory of production storage and other physical assets, light cleaning duties (sweeping, wiping surfaces) and purchasing office supplies.
• Code accounts receivable for the bookkeeper.

Administration

• “Own” the PVS contact databases, ensuring information accuracy and completeness on an ongoing basis, and proposing and implementing systems improvements.
• Collaborate with the Marketing & Communications Coordinator on specific tasks related to the PVS’ print and online communications and outreach, including writing and/or editing website content updates, direct customer correspondence, and performing target research.

Fundraising

• Support planning, implementation, and tracking of fundraising campaigns.
• Update donation records and send timely donor acknowledgements.
• Coordinate corporate sponsorship program, specifically tracking outreach, sending sponsorship confirmations, and year-round stewardship.
• Support planning and implementation of special fundraising events.

Program and Production

• Collaborate with volunteer music librarian and music staff to purchase/rent music.
• File annual programming reports with licensing agencies.
• Coordinate concert program book content compilation.
• Manage vendor relationships, such as printers, graphic designer, haulage/moving, software vendor.

And other duties and independent or collaborative projects, as time allows.

Requirements:

• Excellent written and oral communication skills. 
• Proven work experience in an administrative or operational support role.
• Experience and facility with:
• A CRM or other donor management tools (e.g. Little Green Light, Salesforce, Raiser’s Edge)
• Wix or other modular website building tools
• social media tools (e.g., Facebook, Instagram, Youtube)
• common GSuite Apps

Helpful, but not required:

• Interest in classical music, or experience with ensemble music performance.
• Familiarity with general project management tools (e.g. Slack, Asana, Trello, Monday, ZoHo).
• General knowledge of bookkeeping principles and/or accounts experience.
• Editorial or graphic design skills.

To Apply:

Send a letter of interest and resume to: search@pvso.org

The PVS is an equal opportunity employer. We celebrate diversity, inclusion and accessibility.