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Operations Coordinator

Her Voice Productions


Organization Summary:

Her Voice Productions has as its programs: the Twin Cities Women's Choir (a non-auditioned community choir), ENCORE! (the auditioned ensemble of the Twin Cities Women's Choir), and the Twin Cities Girls’ Choir (an educational music experience for 2-12 graders). 

HVP has recently added the girls’ choir program as well as secured General Operating support from the Minnesota State Arts Board; while retaining high quality artistic staff, the organizational structure is evolving to better serve program participants. The person in this position will be a significant contributor as this organization is leveling up, and has some power to shape that evolution.

Location: Twin Cities Metro Activity Area: Arts, Culture and Humanities
Category: Administration Support Services Closing Date: open until filled
Job Type: Part Time Salary: $15/hr
Hours: approx 20 hrs/week 

Primary Duties:


* Assist Executive Director and key volunteers with data entry and management for donations, volunteers, membership and registrations, ticketing, and events.
* Staff rehearsals, including set up and clean up with assistance from volunteers
* Manage and update office and rehearsal systems (e.g., organizational calendars – printed and Google, software, email, phone, rosters, data entry, archives, etc.).
* Coordinate and track singer registrations.
* Coordinate and track payments (tuition, concert attire purchases, etc.).
* Assist Executive Director in management and preparation of Board activities. Produce meeting documents. Assist with meeting logistics. Board/committee meeting attendance is encouraged but not required.
* Assist Executive Director with regular bookkeeping. Log and code financial transactions. Prepare deposits.
* Serve as operations liaison to building landlord including scheduling space and technology issues.
* Assist Executive and Artistic Directors as needed; other duties as assigned.
* Manage main email inboxes and phone lines.
* Assist Executive Director with routine communications (internal weekly email newsletters, promotional emails, social media, and updating web sites).
* Manage donor communications, including pledge reminders and acknowledgments.
*Assist Executive Director in concert production logistics, including scouting and securing venues and vendors.
* Manage front of house for concerts including ushers, front-of-house volunteers, ticket sales, merchandise sales, and signage.
* Coordinate and troubleshoot event ticketing.
* Assist Executive Director in managing on-site logistics for fundraising and other events.
* Recruit and coordinate volunteers for rehearsals and events.
* Work with Executive Director and Artistic Directors to identify volunteer opportunities in a timely manner.
* Weekly staff meeting
* Weekly Monday night and Wednesday night rehearsals
* Concerts and special events




* At least four years of administrative or operations experience
* Ability to work independently and collaborate remotely
* Familiarity with office apps (Microsoft, Google, etc.)
* Familiarity with cloud-based document sharing (Dropbox, Google, etc.)
* Excellent document formatting and word processing skills; strong data entry skills, including basic formatting and use of spreadsheets
* Highly organized and responsible self-starter
* Ability to identify new opportunities, while effectively utilizing existing resources
* Strong communicator
* A commitment to our mission, to empowering and affirming women’s and girls’ voices, and to having fun
* Familiarity with NationBuilder platform (web, people, communications, finance, tags, codes, paths).
* Familiarity with Asana or similar project management app.
* Bookkeeping experience.
* Nonprofit and/or arts experience.
* A customer-service orientation.
* Ability to handle sensitive and/or confidential information with discretion.
* Flexibility in working with a diverse group of volunteers and personalities.
* Volunteer management experience.
* Ability to occasionally lift up to 30 pounds.
* Access to transportation


Additional Info:

Purpose of Position: Coordinate operations and communications, and assist Executive Director with events, volunteer coordination, and development. The Operations Coordinator works with the Executive Director, Artistic Directors, volunteers, and Board of Directors President.

Status: Approximately 20 hours/week, non-salaried. Some regular business hours, including Monday and Wednesday night rehearsals, with occasional other evenings and weekends. Potentially more hours as activities dictate, and less during holidays and offseason. Flexible schedule and work environment. Virtual office.

Job Summary: The Operations Coordinator works in conjunction with the Executive Director to coordinate and implement effective systems to build our internal infrastructure. We're looking for a tech-savvy person with communications and administrative experience. The ideal candidate will be highly self-directed and detail-oriented. Regular rehearsal attendance on Monday and Wednesday evenings is expected. The ensembles' rehearsal home is Calvary Lutheran Church in south Minneapolis.

How To Apply:

Send your cover letter and resume to with subject line "Operations Coordinator." The body of your email may serve as your cover letter. Position will be open until filled. Preference will be given to applications received by Monday, August 21, 2017.


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