On-Site Coordinator
Organization Brooklyn Youth Chorus Academy
Location Brooklyn, NY
Country United States
Sector Non-Profit
Experienced (Non-Manager)
Education Requirement None Specified
Position Type Part Time Permanent
Description
BYCA seeks a high-energy and highly organized “people person” to fill an important administrative role in a fast paced environment. This is a part-time position that comprises a variety of support functions, including reception, audition and event coordination and administrative assistance. This position reports directly to the Business Manager.
Hours: 3:00pm-7:30pm Monday - Friday, Saturday, 9:15am to 4:15pm (29 hours, with some flexibility.)
Reception:
1. Greets visitors making them feel welcome and comfortable and provides daily customer service to incoming guests.
2. Answers phones, responds to inquiries, takes messages and directs callers to appropriate staff. Keeps track of Chorus memos and activities in order to effectively respond to inquiries.
3. Maintains voice mail messaging, administers and updates phone system; maintains staff, board email and phone directories.
- Updates general message for holidays and special announcements
- Assists staff in updating and managing their individual voice mail
- 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
- Keeps chorus material stocked and accessible
- Develops audition materials
- 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 credit card and cash transactions
7. Manages incoming and outgoing mail
- Distributes incoming mail, packages, music and other correspondence
- Monitors the postage meter, reordering supplies and refilling postage
- 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:
- Logs results of audition
- Notifies parents of acceptance/rejection
- Notifies parents of open registration periods and waitlist timelines.
Event Support:
1. Attend and support 3 annual self-produced events outside of regular hours.
2. Provides general administrative support for BYC concerts and concert preparation
3. Organizes volunteers for BYC concerts in collaboration with chorus managers
- Sends out volunteer requests and confirms suitability with managers
- Schedules volunteers for training and event, and notifies them of schedule
- Distributes volunteer schedule to managers
- Prepares thank you letters for managers
Data Entry:
Responsible for data entry into Raiser’s Edge and Filemaker as needed.
Requirements:
• College degree preferred
• Mac Proficient
• Database experience in any of the following: Filemaker, Raiser’s Edge, Access, Quickbooks

Application Instructions Please send your cover letter and resume to: resume@byca.org - please, no phone calls