Boulder Chorale Concert/Chamber Chorale Manager

This individual supports the mission and strategic vision of the Chorale by ensuring the needs of the organization are met in a professional and timely manner. This part-time (90-110 hours per month), critical position ensures effective operations of the Chorale and reports to the Board of Directors.

Areas of Responsibility: 

Leadership

• Serves as the communication face of the organization to the members and volunteers. Has a visible role at all Boulder Chorale performances, interacting with audience members, volunteers, donors, members and students.
• Works closely with the Artistic Director and the Board of Directors to determine the needs of the Boulder Chorale.
• Acts as the liaison with facility and programmatic partners, ensuring contracts and information about BC is handled appropriately.
• Plays a critical role with the board of directors to inform and update them on organizational needs, successes, and challenges. Attends monthly board meetings- usually the third Monday of the month.
• Promotes the Chorale’s mission in the community.

Artistic Support

At the direction of the AD, the Assistant will be prepared to:

• Provide overall assistance to the Boulder Concert Chorale and Boulder Chamber Chorale.
• Assist with member auditions twice annually.
• Draw up contracts for guest artists and paid singers.

Office and Operations Management

• Manages the BC office to ensure effective telephone, mail and email communications both internally and externally. Pick up mail weekly.
• Responds to calls, mail, and email in a timely manner and directs to appropriate parties.
• Maintains office equipment and supplies, including scheduling work of technicians and repairs as needed.
• Assists the Librarian and AD in securing music.
• Creates and maintains schedules of meetings, rehearsals, and performances and ensures that space at the current rehearsal and office location is reserved.
• Creates and manages corresponding season calendars for board, staff, and adult choirs.
• Provides support for fundraising activities, including managing CO Gives, attending and providing volunteer support for events, ensuring that tax documents and thank you’s are provided to donors and sponsors in a timely manner.

Membership Management

• Oversees and provides audition schedules, communications, and processes for Boulder Concert and Chamber Chorales.
• Sends weekly announcements to the Chorale with rehearsal notes, important news, needs, and updates.
• Manages registration procedures, in coordination with the Registrar/Membership Manager, for adult choirs, and creates registration forms, rosters, and mailing lists for each choir.
• Oversees the collection of dues by Registrars. Receives, reviews, and grants financial aid award requests for members.
• Is available at the beginning of weekly rehearsals to facilitate member needs.

Concert and Volunteer Management

• Produces concert week schedules for staff, volunteers, choir members, and families.
• Acts as box office manager for all Boulder Chorale-hosted concerts.
• Works with the Membership Manager to recruit, enlist, train, and manage volunteers, ushers, as well as concert day needs.
• Creates programs, inserts, and prints for all concerts.
• Files quarterly ASCAP and BMI reports.
• Provides support as needed to the Concert Operations team regarding facilities rental, space needs, videography, sound recording, live streaming etc.

Marketing, Graphics, and Communication

• Responsible for creating annual marketing plan for all adult concerts – including advertising, poster and card distribution, social media, print and online presence, etc.
• Generates all social media posts, monitors activity, and responds to comments.
• Manages all website updates.
• Curates content, creates, and distributes monthly Chorale Connections newsletter in partnership with Artistic Directors, Children’s Chorale Manager and Board President.
• Creates and distributes promotional e-blasts, press releases, and member recruitment materials.
• Responsible for all season graphic materials including ads, season brochure and/or concert postcards and event invitations, either as designer or as supervisor for outsourced graphic designer.

Staff, Singer, and Board Support

• Communicates regularly with staff and board to ensure the smooth and efficient operation of all aspects of the organization’s programs, administration, mission, vision, and values.
• Listens to and supports singers, helps to resolve concerns and build morale. Shares concerns as appropriate with AD or board.
• Plans BC social events – annual picnic, assists with new member orientation etc.
• Works with the AD, the Chorale membership, the Board, and staff to promote a positive atmosphere of community within the organization.
• Facilitates effective communication between staff and board.
• Prepares materials and forms for distribution as requested by artistic staff or board, including member, family, or audience surveys and corporate sponsorship materials.
• Attends Board meetings and the annual retreat.

Success Factors:

• A passion for our mission to enrich and inspire a broad community through music.
• Strong administrative, organization, and project management skills.
• Demonstrated ability to multitask, work independently, and meet deadlines.
• Outstanding oral and written communication skills and the ability to work as a member of a team.
• Comfortable learning new systems.
• Experience working with a community-based chorus and with singers of various musical skills and experience.
• Minimum bachelor’s degree.
• Good interpersonal skills.
• Foundational knowledge of choral repertoire is helpful.
• Flexibility in working with a diverse group of volunteers and personalities.
• Keep confidentiality with sensitive information (HR, scholoarships)
• Commitment to Justice, Equity, Diversity & Inclusion principles and advancement of these values within our organization.

Typical Tasks:

Daily:

• Check email communications
• Answer phone calls
• Check off tasks for the day

Weekly:

• Check off to-do lists
  • Marketing (Social Media, working with Graphic Designer, Calendar posting, etc.)
  • Concert timelines (Posters, Programs, Printing, etc.)
• Weekly email to Board, committee heads, etc for announcements (Monday morning, due date Thursday evening.)
• Weekly emails to Chorale members (Send Friday Morning @ 8:00 am)
• Attendance at Tuesday Rehearsals (set up around 5:00)
• Cover for Children’s Chorale Manager as needed

Monthly:

• Bi-monthly email blasts to the general audience
• Website updates
• Concert ticket updates on Ludus
  • Create ticket discount codes
• Make sure Active Registration is accurate

Quarterly:

• Request and obtain graphics from the Designer for the concert.
• ASCAP/BMI Report. (ONLY REPORT ON BOULDER CHORALE HOSTED EVENTS)
• Assist with Gala planning.
• Assist with Concert Preparation
• Run the Colorado Gives Day campaign
• Help choir members sign up on Active
• Ensure all tax documents have been sent to Corporate Sponsors