The Office Manager is a part time, 15 hour per week, non-exempt position responsible for all-encompassing aspects of office management. S/he manages overall data including designing and running reports via the Patron Manager database. S/he serves as QCSOA communication liaison for the Board of Trustees through coordination of meeting notices, agendas, minutes, and other documents. S/he manages general office needs including maintaining office supply levels. S/he trains and assists staff and Volunteers for Symphony leadership as needed in utilizing QCSOA communication tools and database. The Office Manager reports to the Executive Director and works with all QCSOA administrative staff members.
Board of Trustees
Initiate and work with Executive Director, Board President, and staff to produce agenda and supportive documents for regular meetings of the Full Board of Trustees plus the Executive, Governance, and Compensation Committees.
Select and reserve meeting venues that accommodate catering, piano availability, wifi, and/or AV equipment, as required.
Attend and take minutes at the Full Board, Executive, Governance, and Compensation meetings. Retain hard copies of minutes with supporting documents for audit purposes.
Follow any quarterly Board of Trustees meeting with appropriate action, e.g., when new trustees are voted onto the Board. This includes edits to the database, documents, website pages, and creating orientation tools.
Maintain both public and secure website pages that pertain to the full Board of Trustees and committees.
Maintain secure supply of Quad City Bank & Trust and Southeast National Bank check supplies for four accounts.
Check out blank checks to Accounts Payable as requested and validate appropriate use via Bill Payment List provided by Finance Director.
Report copy/printer count information for billing purposes when requested by vendor via email.
Patron Manager Database Administration
Monitor all records for integrity of information on an ongoing basis, including updating contact information and patron status, whether donor, ticket purchaser, Board member, or staff, and merge any duplicate accounts or contacts.
Create new or edit screens and objects to accommodate data requirements and reporting.
Activate or deactivate staff access and passwords and maintain profile field privileges.
Create tools and provide instruction to staff and volunteer leadership as needed.
Troubleshoot problems with database elements and reports.
Produce lists for concert program books when requested by the Director of Marketing for the Board of Trustees, Board of Directors of the Trust, Honorary Trustees, Staff, and Volunteers for Symphony.
Maintain signed record of building keys checked out to current employees, Quad City Janitorial Service, and Per Mar Security.
Acquire, assign, and maintain MSOffice365 software accounts and licenses for staff and volunteer leadership.
Update the QCSO Organizational Details on the League of American Orchestras website at least annually after July full-board meeting.
Monitor building, equipment, and office supplies, and purchase as needed.
Act as primary contact for vendors and contractors in coordination with Executive Director.
Proofread and edit program materials and documents as requested.
Assist Executive Director as requested.
Assist Volunteers for Symphony with periodic MailChimp communications.
Knowledge and proficiency with CRM database, with Patron Manager/Salesforce preferred, and interest in continuing education.
Proficiency with Microsoft Word, Excel, and Outlook.
Knowledge of MailChimp helpful.
Proofread experience with preferable familiarity with the Chicago Manual of Style.
Demonstrate good communication and interpersonal skills.
Understand high level of discretion and ethics and be able to communicate examples of maintaining confidentiality.
Ability to work independently and ask questions when appropriate.
Consent to and ability to pass background and credit checks.
December 14, 2020 preferred, QCSOA administrative offices are closed between December 25 and January 1.
Please send a letter of intent and resume with three references* via email to: Brian Baxter, Executive Director, email@example.com, No phone calls please.
*References will remain strictly confidential and will only be contacted after an applicant has been invited to an in-person interview.
Applications will be paper-screened and those demonstrating superior qualifications will be invited to an in-person interview. QCSO is an Equal Opportunity Employer.
Telecommuting is allowed.
About Quad City Symphony Orchestra
Its founding in 1915 places the Quad City Symphony Orchestra (QCSO) among the twenty longest-established, continuously operating orchestral associations in the United States. The QCSO provides community service and programs to a market of more than 450,000 residents of eastern Iowa and western Illinois, staging performances in both Iowa and Illinois. Programming includes dozens of education programs delivered to over 24,000 area students.
Each season, the QCSO present six Masterworks concert series led by Mark Russell Smith, Music Director. In addition, the Signature Series presents small ensembles primarily in Wallenberg Hall on the Augustana College campus. This versatile and intimate series features select members of the QCSO and visiting artists from across the nation. Under the artistic direction of Concertmaster Naha Greenholtz, the Signature Series presents a unique artistic vision and is a testament to the vitality and versatility of the Quad City Symphony Orchestra musicians. In 1958, the QCSO founded the Quad City Youth Symphony Orchestra and since has added four additional training ensembles: the Youth Philharmonic Orchestra, Youth String Ensemble, Prelude Strings, and Youth Choir.