Program Administrator

Twin Cities Opera Guild Program Administrator Job Description
Overview of Twin Cities Opera Guild – Twin Cities Opera Guild (TCOG or the Guild) is a Minnesota non-profit corporation, tax exempt under Internal Revenue Code section 501(c)(3), and was established in 1952. The Guild’s mission includes raising funds for the purpose of distributing grants to nonprofit performance organizations and schools that bring opera and music performance, education, and appreciation to students or bring the students to the performance. The Guild invites applications for grants twice a year.
TCOG is an all-volunteer membership organization. Since its early years, TCOG been administered by a volunteer board of directors, volunteer executive committee, and volunteer standing committees (collectively the “Governance”). Volunteer efforts and member dues support our administrative costs. Charitable donations from members and the public provide the funding for the grants we distribute.
Each year, TCOG holds five or six events that are open to members and the public; two of which are fundraisers. All events feature musical performance and a meal. TCOG members, their guests and members of the public are welcome to attend. The proceeds from TCOG’s fundraising events, an annual donation letter campaign, and other charitable gifts fund grants to TCOG’s grant recipients.
For the first time, TCOG now seeks to hire a part-time employee to work remotely in assisting the Governance in administering TCOG’s activities. TCOG anticipates that the program administrator will work a variable schedule of approximately 10 hours per week, with some weeks requiring fewer hours and some requiring more (such as those preceding and following the fundraising events in May and October).
Responsibilities of the Program Administrator
The Program Administrator will assist Governance in managing the day to day operations of TCOG including preparing for member events and fundraisers, developing written communications, managing membership and mailing list databases, support of membership renewals and member and nonmember communications, scheduling meetings and preparing and distributing materials, support of federal and state filings, and other day-to-day operations.
The Program Administrator will report to TCOG’s president; and will work closely with the president, treasurer, and other members of TCOG’s Executive Committee in handling responsibilities that include facilitating, managing, or doing the following:
Events
• Plan and execute all aspects of member and fundraising events;
• Develop, mail and track event invitation responses;
• Develop, proof, and print event programs;
• Manage seating arrangements;
• Support event logistics, which may include such things as piano rental and tuning;
• Lead the “behind the scenes” work for the fundraiser silent auctions which may include responsibilities such as donation solicitations, collecting and pricing donated items, bid sign creation, auction set-up and take down at the venue.
Communications
• Support production and emailing and mailing of newsletter.
• Manage acknowledgements for donations including membership renewals; fundraising events; annual donor letter; memorial gifts; and other donations.
• Support membership renewal process, including prepare and send acknowledgement letters;
• Assist in transition to electronic communications for event invitations, newsletters, notices, donation solicitations, etc., which may include determining best and efficient practices and developing a relevant, branded look.
Meetings
• Attend executive committee, board and annual meetings, providing back-up support to record minutes as needed. Attend committee meetings as requested by the president.
• Send meeting notices and related materials for the executive committee, board and annual meetings; make and bring copies of meeting materials to the meetings; and maintain files of these notices and materials.
• Maintain official record of meetings for corporate record and archives.
Day to Day Operations
• With the president and treasurer, maintain vendor contracts and relationships for the organization. These include but are not limited to rental space for storage, printing companies, USPS post office box, website support, mailing list support, silent auction staff, venues, Facebook, insurance, performer agreement templates, and contracts or agreements with other partners;
• Manage membership and mailing lists including phone, address and email information;
• Monitor TCOG phone line and email address and respond or refer them to the Governance member;
• Manage supply inventory (e.g., letterhead paper and envelopes, donation forms, silent auction bid sheets, name tags, etc.); and
• Provide other support to the president, treasurer, executive committee or other committees as directed by the president.
Required Skills & Experience
• Ability to travel to meeting and event venues;
• Proven experience in an administrative or development role;
• Strong project management and organizational skills with demonstrated success in taking initiative, managing multiple priorities, meeting deadlines, and driving projects forward independently;
• Excellent interpersonal skills with an ability to remain calm, fair, and professional under pressure;
• Ability to work a flexible schedule that is, at times, time-sensitive and to work at home and travel to and work at event and meeting venues;
• Knowledge of or ability to source, learn additional software tools in support operational goals;
• Excellent writing, communication, and interpersonal skills;
• Proven ability to work in a team environment;
• Detail oriented with ability to manage multiple tasks and a varied workload;
• Self-motivated, goal-oriented, with strong organizational abilities;
• Proficiency in Microsoft Office and other software including word processing, spreadsheets, and email tools; and
• Ability to maintain handle sensitive information and maintain confidentiality.
Preferred Qualifications
Prior experience or expertise:
• In an administrative, communications or development role for a non-profit arts organization;
• With software to support digital communications (e.g., Go Daddy, MailChimp, or Constant Contact) and producing newsletters with integration to a graphic package (e.g., CANVA);
• With a client relationship management (CRM) system;
• Administering a website;
• Administering or working with social media (e.g., Facebook and Instagram); and
• Managing QR codes.
Compensation and Employment Status
• This an employed position which is at will, non-exempt, and non-salaried.
• Compensation will be commensurate with the applicable market and experience.
• Average monthly hours are expected to be 40 hours.
• Compensation does not include, and this position does not provide, retirement, health coverage or other employee benefits except as may be required by law.
How to Apply
• Please send your resume to president@twincitiesoperaguild.org.
• A background check will be performed.
• The position is intended to begin as soon as possible in the first quarter of 2026.