MANAGEMENT TEAM COORDINATOR RESPONSIBILITIES
SONG OF SONOMA CHORUS
SEPTEMBER 2010
Coordinator Responsibilities
Team Coordinator—responsible for:
- Facilitating the overall coordination of the Management Team
- Conducting internal chorus communications
- Being the conduit for most communications from the Regional and International Sweet Adelines organizations
- Conducting meetings of the Management Team
- Conducting needed business meetings of the chorus membership (may designate another)
- Maintaining the chorus master calendar in conjunction with Chorus Director and Public Relations/Marketing Coordinator
- Insuring that decisions made by the Management Team are communicated regularly and accurately to the chorus members
- Producing the quarterly chorus newsletter
- Appointing Communications/Web Manager
- Implementing other systems of communications to chorus members (e.g., mailboxes, e-mail lists)
- Overseeing the nominating committee and appointing its Chair
- Keeping the director’s contract current
- Negotiating contracts (or her appointee)
- Appointing and/or participating in the long-range planning committee
- Bringing changes to governing documents to the membership for discussion and vote
Finance Coordinator—responsible for:
- Managing all aspects of chorus finance
- depositing funds
- writing checks
- balancing the checkbook
- keeping books and producing reports
- Implementing the chorus financial philosophies and practices
- Recording and tracking monthly and annual budget
- Tracking income and expenditures to that budget
- Completing and submitting tax documents
- Maintaining a long range financial plan
- Obtaining semi-annual budget-adherence reports from all Coordinators
- Billing and collecting of chorus, regional, and international dues
- Tracking the financial status and standing of chorus members
- Appointing Chair for the purpose of writing and obtaining grants
- Providing new member education regarding financial responsibilities
Membership Coordinator—responsible for:
- Supporting and encouraging members, prospective members, and guests at chorus rehearsals and educational workshops
- Developing programs for education of new members
- Developing programs for incorporating new members into the chorus
- Communicating with absent members
- Providing correspondence and guidance regarding member transitions chorus transfers, transfers to CAL, Leaves of Absence
- Organizing ways to welcome guests (signups, badges, etc) to the chorus
- Providing registration and hospitality functions to which the general public is invited in conjunction with the Events Manager
- Putting together new member packets, Member Handbook, guest books
- Appointing Member Outreach/Sunshine Chair for sending cards for birthdays, get well and others
- Providing gifts given on behalf of the chorus
- Working in conjunction with the Director on internal quartet promotion
- Planning chorus social events including parties in conjunction with Events/Operations Manager
- Maintaining an accurate chorus roster
Public Relations/Marketing Coordinator—responsible for:
- Presenting the chorus to the general public
- Coordinating written communications and other publications of the chorus that may be seen by the general public, including but not limited to flyers and web pages
- Developing and maintaining a marketing/PR plan
- Providing contact with the community through which the chorus can obtain performance opportunities and recruit new members
- Creating Sweet Adelines Regional and International communications (for example, articles about the chorus in the Stroke of 12 and Pitch Pipe)
- Managing the chorus mailing list, public web site, and hotline
- Maintaining an accurate list of former members for performance mailing lists
- Using chorus quartets, who have auditioned, when needed for promoting and marketing the chorus
- Planning the marketing strategies and advertisement for chorus performances and shows
- Working in conjunction with the Chorus Director, Visual Coordinator and Finance Coordinator regarding show planning. May appoint a Performance Manager for this purpose
- Planning/designing and implementing the production of show ads when needed
- Appointing and overseeing appropriate Chairpersons for all fundraising activities of the chorus outside of shows and performances
- Maintaining an accurate master calendar of chorus events
Administrative Coordinator—responsible for:
- Maintaining accurate and current resource materials including but not limited to: Bylaws, Standing Rules, all governing documents, Master Calendar, contracts, correspondence to/from chorus, Performance Policy, these Job Descriptions, Member Handbook, member Roster, minutes of Management Team and chorus meetings for a period of three (3) years.
- Appointing Events/Operations Manager and overseeing that position as described below.
- Appointing Records/Secretary Manager and overseeing that position as described below.
Events/Operations Manager (appointed by Administrative Coordinator) —responsible for:
- Implementing chorus social activities in conjunction with Membership Coordinator
- organizing and carrying out chorus parties and events other than shows in conjunction with Membership Coordinator
- Arranging the physical and social arrangements for “away from home” retreats
- Coordinating signups and other arrangements, including travel, when the chorus is attending regional and international events.
- Facilitating the overall responsibility when the chorus is serving as Host Chorus for a Regional AIM Weekend.
- Managing the physical arrangements for chorus rehearsals and meetings
- arranging the rehearsal hall each week, setting up risers when needed
- Managing existing facilities
- scheduling, contracts, insurance, etc. in conjunction with Chorus Director and Team Coordinator
- searching for new and/or additional facilities for rehearsals and meeting facilities
- maintaining and providing transportation and storage for chorus equipment such as risers, sound system, music stand, posters, banners, audio and visual tapes
- assisting with facility and riser arrangements for chorus events, as needed.
Records/Secretary Manager (Appointed by Administrative Coordinator)–responsible for:
- keeping records/minutes of all management team and chorus business meetings
- sending correspondence on behalf of the chorus
- arranging for gifts on behalf of the chorus (external)
- maintaining chorus history and archives, including trophies, history books, yearbooks, and so forth
Musical Coordinator/Chorus Director—responsible for:
- Participating in Long-range planning in conjunction with Team Coordinator and other appointed committee members
- Planning and implementing weekly rehearsals
- Selecting and training Music Staff per Chorus/Director Agreement
- Appointing coach liaison for securing coaches as negotiating those contracts.
- Appointing Music Librarian
- Appointing Music Services Manager for music search, learning media
- Developing a program for new member education in vocal skills and the barbershop art form
- Maintaining a Master Calendar in conjunction with Team Coordinator and Public Relations/Marketing Coordinator
- Working in conjunction with Performance Manager on performance requests and shows
- Working in conjunction with Performance Manager and Visual Manager regarding scripts and emcees for performances
- Developing audition procedures for prospective members
- Incorporating quartet promotion and encouragement in rehearsal planning and performance planning
- Appointing the Visual Manager and overseeing that position as described below:
Visual Manager (Appointed by Director)—responsible for:
- Appointing (in collaboration with Chorus Director) the Choreography/Showmanship Team who will design and teach the visual presentation to the chorus. See Director/Chorus Agreement.
- Designing and implementing purchase or production of all chorus costuming in collaboration with Chorus Director.
- Designing and implementing purchase of appropriate performance makeup.
- Working in conjunction with Chorus Director, Management Team and Public Relations/Marketing Coordinator on all chorus shows and performances
- Working in conjunction with the above and Performance Manager regarding scripts and emcees for performances and shows
- Developing a program for new member education regarding stage grooming