Join Our Team

The Program Administrator works closely with the artistic and administrative teams to support the delivery of the artistic education and performance program Shallaway Youth Choir. The role supports the operations of all Shallaway choirs including rehearsals, performances, retreats, and re-auditions.

Shallaway Youth Choir was founded in 1992 and is a multi-award-winning cultural agency that expresses itself through choral music. Its mandate is to foster the development of outstanding independent choral musicianship; to celebrate cultural diversity and connection within Canada and around the globe; to promote, preserve and transmit the rich folk culture of Newfoundland and Labrador; and to develop its young people as leaders and active members of their community.

Position : Program Administrator

Reports to : Executive Director (with oversight from Artistic Director)

Status : Full time, evening and weekend hours required (35 hours per week)

JOB FUNCTIONS :

MANAGEMENT & COMMUNICATION :

The ability to work with various personality types and styles of working environments. The ability to adapt and be flexible to the needs of others.

High level of emotional intelligence to deal effectively with conflict and perform productively under pressure, being a calming influence on others.

Highly detail oriented with project management skills.

Ability to plan and predict impact of events and adjust quickly and effectively to meet program and / or administrative needs.

Confidence to speak up when needed and having the ability to work independently and making decisions within role scope.

Effective communicator specifically showcasing active listening and questioning skills and providing appropriate information clearly and consistently.

Learning and growth mindset, and open to feedback.

MEMBERSHIPS & REGISTRATIONS :

Organize and manage inquiries from new choristers and the audition process.

Oversee and maintain the chorister database and ensure Membership Management Software (MMS) database systems, attendance lists, and contact forms are up to date.

CHOIR OPERATIONS :

Anticipates the needs and provides day-to-day administrative support to the Artistic Director including handling correspondence, proofing, calendar management, travel planning, and preparing materials for meetings, organizing files and other related tasks.

Liaise with the artistic and administrative teams and families for all choir operations.

Acts as the first point of contact for parent communications, including answering email messages and phone calls.

Utilizes our Membership Management Software (MMS) database to track parent communication.

Prepare rehearsal and concert schedules, working closely with the artistic and administrative teams.

Manage logistics for all extra workshops, competitions, and special events / projects.

Manage ordering of uniforms, materials, and repertoire for all choirs.

Maintain annual repertoire records for reporting purposes.

Coordinate maintenance of music libraries (sheet and electronic).

Maintain an up-to-date library of sound file recordings.

REHEARSALS & CONCERTS :

Work with the Artistic Director in concert and event preparations (e.g. scheduling, booking and communicating with venues, booking musicians, booking travel / accommodations for guest artists, etc.)

Coordinate with Stage Manager schedules for concerts and rehearsals; including the organization of the staging, sound, lighting, and risers.

Assist with / oversee concert set-up, take-down, and return of rented or borrowed equipment.

Act as primary contact person.

Generates program content in consultation with the Artistic Director and prepares initial program format.

Communicates with printer re : program production, proofing, format, changes, etc.

EDUCATION AND WORK EXPERIENCE :

Bachelor’s degree (BA / BS) preferred but not required.

Minimum five or more years support experience in development or equivalent.

WORK ENVIRONMENT :

Ability to work well within a cross-functional team environment.

Open office environment with moderate noise levels from standard office equipment and conversation; occasional.

We offer a competitive salary that is commensurate with non-profit industry standards and appropriate for a charitable organization of our size.