Washington State Music Teachers Association

Administrative Coordinator Application

About WSMTA

The Washington State Music Teachers Association is a 501(c)3 non-profit seeking to advance music knowledge and education.  WSMTA was founded in 1915 and is affiliated with the Music Teachers National Association, and with thirty-two local chapters in Washington, all supporting its nearly 1,000 member teachers.  WSMTA is looking for an enthusiastic, part-time Administrative Coordinator to provide critical administrative, operational, event, and program support to state and chapter leaders. 

The Administrative Coordinator will also maintain and be responsible for the organization website, support two boards, participate in the finance committee, and be the primary point of contact for a diverse membership from student teachers in rural areas to university professors.

This role involves working with a diverse group of talented educators, managing volunteers, as well as establishing, managing and refining organizational systems and processes.  The Administrative Coordinator should be able to handle sensitive information while maintaining confidentiality.

Responsibilities

Webmaster and content editor:

  • Create, maintain, and update pages and forms on an enterprise website
  • Write and edit copy to account for multiple audiences including members, leaders, teachers, parents, students, donors, and the public
  • Edit and update legacy content with accessibility best practices
  • Solicit and respond to feedback

Program Support and Management

  • Establish, review, and maintain relationships with external vendors including meeting space, conference venues, caterers, web hosting and development, music vendors and publishers
  • Design formal RFP processes 
  • Establish KPIs, review proposals, and select vendors
  • Establish, be responsible for and continuously improve processes for programs, including:
    • Associate membership (including direct outreach)
    • Student membership
    • Committee structure
    • State and district virtual and in-person conferences
    • District grants
    • Student grant applications
    • Program materials access
    • Website maintenance
  • Develop and/or maintain handbooks and manuals for board and volunteer role responsibilities
  • Copyedit and write for the newsletter
  • Work with program leads to create marketing plans for events and programs
  • Write copy for multiple platforms to implement marketing plans (Mailchimp, social media, web, physical media)
  • Review and assist program leads with budgets
  • Support grant application process
  • Design and write copy for portals to onboard new board members and volunteers

Event Planning

Arrange meeting logistics for: 

  • Boards and committees
  • Annual State Conference 
  • District Conferences
  • Leadership Seminar

Support Events by facilitating:

  • Technology requirements for in-person, hybrid, and virtual events 
  • Registration
  • Catering
  • Travel and hotel accommodations
  • Contracts and payment
  • Insurance
  • Event materials like nametags, signs, envelopes, information packets etc.

General Office and Records

  • Maintain digital and physical files as required by the record retention policy (minutes, conference programs, contracts, etc)
  • House and purchase office supplies
  • Store and organize association archives 
  • Store event supplies and honorary plaques
  • Respond to general inquiries via email and phone

Leadership Support

  • Take minutes
  • Prepare board meeting materials
  • Follow up on action items as pertaining to the position    

Financial

  • Review investment policy and accounts
  • Review grant applications
  • Participate in long-range financial planning
  • Donor contact and coordination
  • Develop long-term partnerships with advertisers, sponsors, and media partners

Skills and Qualifications

  • Written and oral communication expertise
  • Highly organized 
  • Strong attention to detail
  • Independent work ethic
  • Able to learn and support various organizational systems
  • Able to manage multiple short and long-term projects simultaneously
  • Comfortable juggling shifting priorities
  • Skilled at building relationships and managing stakeholders
  • Able to work well in a team environment
  • Open to feedback 
  • Able to maintain confidentiality for sensitive information
  • At least 3 years administrative experience, ideally supporting senior level management
  • Proficiency with standard office software (Word, Excel, Google Suite)
  • Proficiency with videoconferencing systems (Zoom, Google Meet, Vimeo)
  • WordPress
  • Experience with video editing and graphic design desired
  • Strong project management skills
  • Creative strategic thinking
  • Ability to collect, analyze, and report on program data

 

Additional Details

  • $26K – $30K per year, depending on experience and qualifications
  • 80 hours per month
  • Primarily remote
  • Some travel required

To Apply

  • Fill out the form below and submit resumé
  • Applications are accepted until March 29, 2023; h​owever, WSMTA seeks to hire a qualified individual as soon as possible.
  • Target start date is April 24, 2023 or sooner.

WSMTA is an equal opportunity employer. WSMTA is firmly committed to a policy against discrimination based on age, gender, race, religious creed, sexual orientation, disability, or ethnic or national origin.