Job Brief

We are looking for a Program Administrator to support our 501(c)3 organization in its program planning, execution, and self-reflection/evaluation.

The Program Administrators responsibilities encompass program administration, event coordination and marketing, website maintenance, data collection and analysis, and reporting.

Our ideal candidate is detail-oriented, motivated, proactive, highly organized, and able to manage multiple tasks simultaneously, and has excellent communication skills.

Duties and Responsibilities

The Program Administrator supports the ongoing activities and operations of the Tippecanoe Chamber Music Society, working cooperatively with the Artistic Director (AD), Board, and committees to help TCMS meet its organizational goals.

Main duties and responsibilities include:

Copy editing and coordinating the design, printing, and mailing of our season materials (brochures, concert program booklets and inserts, tickets, correspondence)

Designing, maintaining, and regularly updating our web pages

Coordinating and regularly updating our social media presence 

Managing our community calendar listings

Retrieving USPS and The Arts Federation mail weekly and communicating contents with the AD and/or the appropriate Board member(s)

Managing received donations, ticket sales, and grant-based income in coordination with our Treasurer

Managing collaboratively the organization's databases

Contributing to the maintenance and updating of program records and analysis

Creating and tracking invoices in coordination with other Board members.

Tracking and reporting on income/expenses in coordination with our Treasurer

Supporting budgeting and bookkeeping procedures

Providing support to Board committees and executive officers

Submitting regular reports to the Board (electronic; minimum 3 days in advance)

Attending all Board meetings (five annually)

Attendance and assisting at concerts (seven annually) is encouraged

Experience, Qualifications, and Skills

Ideal candidates should possess a combination of administrative skills, technical abilities, strong interpersonal skills, and experience, including:

General Skills and Experience:

Proven experience as a Program Assistant or similar organizational role

Organizational skills to manage files, schedules, and multiple project tasks effectively

Time management skills to prioritize, meet deadlines, and ensure efficient workflow 

Attention to detail to ensure accuracy

Problem-solving abilities to proactively troubleshoot issues, find solutions to various problems, and make decisions in the absence of the supervisor

Communication skills to interact with, answer queries from, and relay information effectively to the AD and board members

Teamwork skills to work collaboratively with other team members, contribute to group projects, and assist in coordinating activities

Technical Skills:

Proficiency in using Google Workspace (especially Docs and Sheets) or other similar cloud-based collaborative office platforms

Proficiency in website administration

Proficiency in managing web-based commerce platforms

Experience using graphic design software/cloud-based platforms

Salary: $420/month ($5,040 for full 12-month July 1–June 30 fiscal year)

Hours are variable and largely self-directed, averaging 20–25 per month. Especially active times are July–September, as we prepare to launch our new concert season.