Operations Director

POSITION SUMMARY

The Operations Director (OD) is responsible for the administrative, logistical, and operational functions of CU Sings. This role ensures smooth day-to-day operations and strategic support for the organization’s growth and sustainability. As a key connector between the board, staff, volunteers, and community partners, the OD helps CU Sings achieve its mission of creating an inclusive, high-achieving choral community.CU SINGS MISSION & VISION

Mission

CU Sings unites people through the power of singing together, creating inclusive, accessible, and high-quality musical programming. We affirm the belonging of all people and connect diverse groups within Champaign-Urbana by fostering a safe, collaborative choral community.

Vision

We aim to empower individuals from all backgrounds to grow, both as musicians and active members of their community, through accessible music education, meaningful cultural collaboration, diverse programming, and sustainable organizational growth.

CORE RESPONSIBILITIES

1. Administrative Leadership & Compliance

• Manage organizational email accounts, correspondence, calendars, and digital records.
• Maintain membership and donor databases using Google Sheets or other tools, in collaboration with the Board of Directors.
• Coordinate registration, attendance tracking, and concert rosters.
• Oversee organizational compliance, including, but not limited to: IRS filings, insurance, licenses, and other official documents.
• Maintain and manage access to PO Box, organizational files, and document archives.
• Perform other related duties as assigned or needed to support the smooth functioning and growth of CU Sings.

2. Financial & Payroll Support

• Assist the Artistic Director and Treasurer in seasonal and annual budget planning.
• Manage and track day-to-day expenses, reimbursements, and receipts.
• In collaboration with the Treasurer, process payroll through the accounting system (e.g., Pistus), ensuring tax and record accuracy.
• Coordinate payments for contractors, musicians, and vendors.
• Handle income deposits for events, donations, and fundraising efforts.

3. Grants & Fundraising Support

• Research and identify grant opportunities that align with CU Sings' mission.
• Draft grant applications in collaboration with the Artistic Director and board members.
• Monitor outcomes and complete required funder reporting.
• Support seasonal fundraising events (e.g., Light & Joy Giving Event, Pizza Palooza), donor communication, and acknowledgment systems.
• Maintain well-organized records, including donor information, transaction receipts, supporting documentation, and detailed reports related to fundraising and development efforts.

4. Event & Concert Logistics

• Coordinate venue reservations, equipment needs, transportation, and volunteer schedules for rehearsals and concerts.
• Liaise with venue contacts, rental services, and collaborating organizations.
• Organize materials for concerts: signage, risers, supplies, and front-of-house setup.
• Serve as the point of contact for concert operations and assist in resolving on-site logistical issues.
• Coordinate with Artistic Director and guest musicians for technical and staging needs.

5. Volunteer Management & Community Engagement

• Recruit, train, and coordinate volunteers for rehearsals, concerts, and events.
• Develop and maintain volunteer schedules, task assignments, and recognition systems.
• Facilitate communication across volunteer committees (e.g., outreach, fundraising, membership, development).
• Represent CU Sings at community events or partner meetings when necessary.

6. Board & Committee Support

• Assist in preparing board meeting agendas, meeting minutes, and documentation.
• Attend board and staff meetings as requested to provide updates and reports.
• Support internal systems, calendars, and workflow documentation.
• Serve as a liaison between board members and staff/volunteers for operational matters.

7. Media & Communication Support

• Collaborate on public-facing communication efforts as needed (email campaigns, social media scheduling, newsletter content, etc.).
• Support basic digital media editing or delegate to volunteers, staff, or hired personnel based on skills and interests.
• Assist in maintaining and updating website content and concert/event information.
• Help create and distribute marketing or program materials when needed.

QUALIFICATIONS

• Proven experience in nonprofit or arts administration, event coordination, or operations management is highly preferred.
• Strong organizational and problem-solving skills; attention to detail is essential.
• Ability to manage multiple deadlines, balance long-term planning with short-term needs.
• Experience supervising or coordinating volunteers.
• Proficiency with Google Workspace, spreadsheets, and general communication tools.
• Background in choral music, education, or community arts is a plus, but not required.
• Flexibility, initiative, and a collaborative spirit.

POSITION STRUCTURE & COMPENSATION

• Part-time, salaried at $1,200/month, based on an average of approximately 40 hours per month (or roughly 10 hours per week, with some seasonal and calendar variance)
• Paid monthly, including off-season months, with flexible hours and seasonal variability.
• Regular check-ins with the Board of Directors will provide accountability and support; no formal evaluation process is currently in place.
• The role does not involve intern supervision but does include frequent coordination of volunteers.
• Additional tasks (e.g., media editing, strategic development) may be added based on the OD's skill set and organizational needs.

EXPECTED OUTCOMES

• Strong internal operations and reliable logistical support for programs and performances
• Clear communication and coordination among board, staff, volunteers, and community partners
• Sustainable and accurate financial tracking, donor records, and compliance systems
• Well-organized concerts and events that reflect CU Sings’ values and professionalism
• Growth in the organization’s ability to deliver on its mission year-round

Job Type: Part-time

Pay: $30.00 per hour

Expected hours: 10 per week

Benefits:

• Flexible schedule

Work Location: In person

Salary : $30