Swarthmore College Hiring for Program Coordinator, Chester Children’s Chorus at Swarthmore Full Time

Job no: 495271
Work type: Full Time
Location: Swarthmore
Categories: Staff, Hourly (Non-Exempt)

Swarthmore College is a highly selective liberal arts college located in the suburbs of Philadelphia, whose mission combines academic rigor with social responsibility. Swarthmore has a strong institutional commitment to inclusive excellence and nondiscrimination in its educational program and employment practices and encourages candidates who will further advance the goal of fostering a diverse and inclusive community. As one of the nation’s finest institutions of higher learning, Swarthmore College is global in outlook and draws students from around the nation and world. The 425‐acre campus is a designated arboretum, complete with gardens, rolling lawns, a creek, wooded hills, and hiking trails in the Crum Woods.

Who We Are:

About the Chester Children’s Chorus:

The Chester Children’s Chorus was founded in 1994 by John Alston and now numbers approximately 100 children ages 8 – 18 years old. Its mission is to provide an intensive, sophisticated, and joyful choral music experience to young people of the city of Chester, and to support their academic achievement and personal development. The year-round program consists of after-school and Saturday choral music rehearsals and math practice during the school year, and a summer learning program at Swarthmore College that includes choral rehearsals, performances, as well as academic, art and athletic experiences.

The opportunity:

The Program Coordinator manages the execution of the Chester Children’s Chorus (CCC) activities, including concerts, School Year Music Program, Math Practice Program, and Summer Learning Program. Provides administrative assistance to the Executive & Artistic Director, Managing & Education Director, Director of Development, and Assistant Music Director.

Essential Responsibilities

SCHEDULING & TRANSPORTATION COORDINATION

• Create van schedules and schedule drivers.
• Effectively communicate van schedules and schedule changes to van drivers.
• Coordinate van reservations with Swarthmore College Fleet.
• Negotiate school bus rental for summer.
• Make arrangements with participating schools for scheduling children’s after-school pick-ups and auditions for new members. Maintains monthly calendars of school holidays and early dismissals.
• Schedule yearly classroom auditions for new chorus members.

PARENT COMMUNICATIONS

• Communicate accurately and courteously with parents, both in writing and on the phone, regarding transportation to rehearsals and concerts.
• Provide parents with information on schedules and schedule changes.
• Receive information from parents about children’s schedule changes and effectively relay that information to van drivers.

FINANCIAL MANAGEMENT SUPPORT

• Reconcile monthly expenses and work with the Managing Director to format the annual budget. Reviews expenses with Swarthmore College Business Office.
• Submit chorus invoices for payment, including photocopying and filing.
• Maintain accurate records of checks and other contributions and deliver checks and contributions to the college’s Gift Records office.
• Process bi-weekly payroll for hourly employees.

DATA MANAGEMENT SUPPORT

• Maintain accurate chorus membership and mailing lists in Filemaker, Access, Excel, and Google Drive.
• Accurately prints letters, envelopes, and labels. Creates, retrieves, and updates departmental files and lists as necessary with copies.
• Solicit, compile, and organize information such as attendance and retention records, school calendars, and statistics on chorus membership.
• Maintain effective and accurate filing systems (hard-copy and/or computerized systems) to ensure access to relevant records and information.

SUMMER PROGRAM

• Relocate office to Lang Music Building.
• Maintain daily attendance records, help with planning and scheduling, student hires and orientation, HR paperwork for teachers, assistants, and volunteers.
• Manage pool, lunch, and space reservations and rentals; order camp activities and classroom supplies.
• Collect and contact all chorus families for registration packets.

ASSISTANCE WITH CONCERT MANAGEMENT

• Help with advance preparations, including negotiating with other parties involved and assuring that all necessary supplies have been ordered.
• Is present at the concert from 2 hours before start time until clean-up is completed to help set up, supervise volunteers, greet the audience, and supervise and assist with clean up.
• Conduct annual or twice-yearly blazer and dress fittings to ensure that all concert blazers and concert dresses fit correctly; order new blazers and dresses as required; is responsible for annual blazer and dress dry cleaning and blazer and dress repair as necessary.

EQUIPMENT AND SUPPLY COORDINATION

• Assist in stocking and maintaining office supplies to ensure cost-effectiveness and availability when needed.
• Order pizza for weekday and Saturday rehearsals.

Who you are:

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Demonstrates and maintains technical knowledge of the job and of related procedures, policies, equipment, and software.
• Able to work independently as well as collaboratively.

What you bring:

Required Qualifications

• High School Diploma or equivalent with five years of job-related experience or an equivalent combination of education and/or experience.
• Travel into Chester is required.
• Knowledge of finance, accounting, budgeting, and cost control procedures.
• Proficiency in word processing, spreadsheet applications, database maintenance, and Google Suite products.

Preferred Qualifications

• Bachelor’s degree strongly preferred.
• Experience in an academic environment desirable.
• Familiarity with Chester is desirable.

Physical Demands

• This position requires the ability to focus in a stationary position for extended periods, including at a desk in front of a computer.
• Documents may occasionally be stored in physical form and require positioning oneself to access file cabinets, remove files, and transport them, and require lifting of light-weight boxes.

Working Conditions

• On occasion, may be required to work outside of normal office hours, including nights and weekends, for such tasks as staffing events or completing tasks required to meet deadlines.
• The position requires local travel (Chester) to support student events and perform essential responsibilities of the position.

What You Will Get:

You’ll work at one of the world’s most renowned liberal arts Colleges, with incredible benefits, a stunning 420-acre campus, and a collaborative work environment. Join a team of passionate, creative people who work hard and have fun supporting the College students, faculty, and staff.

Act 153 Required by Position This position may regularly interact with minors. Under Pennsylvania Child Protective Services Law, (23 Pa. Cons. Stat. §§6301, et seq.) employees who have direct contact with minors are required to obtain the following background clearances prior to the start of employment:

Pennsylvania Access to Criminal History (PATCH) through the Pennsylvania State PolicePennsylvania Child Abuse History Clearance (PACA) through the Pennsylvania Department of Human ServicesFBI Criminal History Background Check (FBI Fingerprint).

We want to hear from you if you are excited about this role! For full consideration, submit applications with pay expectations, including a resume and cover letter, by November 10, 2023.

Review the Swarthmore Benefits Guidebook. We offer benefit plans starting at zero cost! Upon benefit eligibility, the College contributes 10% of an employee’s salary to their retirement account. Employees are 100% vested in their accounts on the date participation begins.

Retirement Plans

Tuition Grant Program

Tuition Reimbursement Program

Paid Time Off (Staff)*

Holiday Schedule

Swarthmore College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society and world. Swarthmore College is an Equal Opportunity Employer. Women and minorities are encouraged to apply.

Advertised: Oct 19 2023 Eastern Daylight Time
Applications close: Open until filled