Administrative Coordinator
The Children’s Music Network
Job Description
The Administrative Coordinator is an independent contractor who handles administrative
tasks for The Children’s Music Network, an organization of musicians, teachers, parents
and others who celebrate the positive power of music in children’s lives by sharing
songs, exchanging ideas and creating community.
The duties of the Administrative Coordinator are as follows:
1. MEMBERSHIP COORDINATION
Receive & process memberships for approximately 400+ member
organization, including maintenance of databases, online directory and
financial records on all aspects of membership
Serve as trouble-shooter for members on a variety of questions and concerns
that may arise related to the organization
2. ONLINE SERVICES, PUBLICATIONS & E-MAIL GROUPS
Oversee online services contractors and assure that members email list
serve is properly administered and moderated
Assist with tasks related to coordination and distribution of our semiannual
professional journal Pass /t On!
3. OFFICE/ADMINISTRATIVE
Serve as contact for telephone, email and web communications
Maintain all organizational paper & electronic records, including archives
Monitor post office box & process incoming mail
Write up & update board policies & procedures
Maintain and be knowledgeable of all organization documents and bylaws in
order to guide the organization in terms of procedures and policies, and
advise on any proposed changes
Monitor filing of official organizational documents
4. FINANCIAL
Guide the bookkeeper and pay bills
Guide annual budget process as well as providing regular financial reports to
the Board over the course of the year
Keep current on institutions with which we have accounts, account numbers,
passwords, etc., for all financial accounts and PayPal account
Maintain records of giving and fundraising
Maintain tax records and file tax returns
Assist in application for any grant funding which may be sought
5. REGIONS & CONFERENCES
Assist in planning and administering annual conference, guiding conference
chairs as needed
Assist on as-needed basis with decision-making and arrangements relative to
conference's keynote speaker and Magic Penny Award recipient
Help board assure that regional representative slots are filled
Assist regional representatives on as-needed basis with certain tasks related
to regional gatherings and conferences
6. BOARD SERVICES
Submit financial reports, membership reports, state of the office report
Participate in meetings and between-meetings discussions; resource these
meetings
Maintain office file of board meeting minutes and assure that board
members have received the meeting minutes in a timely fashion
Make sure any bylaws changes get recorded; send updated documents for
Web site
Record decisions made by e-mail between meetings to add to minutes
Send out materials for elections for board and regional positions, which are
prepared by the Elections Committee
Assist in Executive Committee work
Keep track of board authorizations for legal purposes (e.g., check signers,
signers for various contracts, signers for publication permissions)
