Operations & Administration Manager

JOB DESCRIPTION

The Operations & Administration Manager plays a central role in supporting the day-to-day operations of Musical Mentors Collaborative by ensuring organizational systems, fundraising administration, and program operations run efficiently. Working closely with the Executive Director and Director of Education, this position provides operational support across fundraising, marketing, and program initiatives while helping build the internal infrastructure necessary to support MMC’s continued growth.

The Operations & Administration Manager is responsible for maintaining organizational databases and CRM systems, managing donor acknowledgements and constituent records, coordinating operational processes that support fundraising and program delivery, and assisting with marketing and communications initiatives. This role also supports program administration through student and volunteer record management, background checks, data collection, and tuition administration.

This position is ideal for a highly organized, detail-oriented professional who enjoys improving systems, managing multiple priorities, and supporting mission-driven work behind the scenes. The Operations & Administration Manager reports to the Executive Director and collaborates closely with the Director of External Affairs and the program team to support the organization’s fundraising, operations, marketing, and programmatic goals.

RESPONSIBILITIES
The following is not intended to be an exhaustive list of all duties or responsibilities associated with the job.

Fundraising, Executive & Administration Support (5-15 hours per week, depending on candidate)
– Maintain accurate donor, volunteer, parent, partner, and prospect records within MMC’s CRM (Salesforce)
– Track and process incoming donations and ensure donor records remain current and complete
– Prepare and send timely donor acknowledgment and thank you letters
– Assist with prospect research and data management for fundraising initiatives
– Manage organizational technology subscriptions, software licenses, and user access
– Support organizational recordkeeping, file management, and administrative systems
– Assist the Executive Director with operational projects and special initiatives

Program Operations (5-10 hours per week, depending on candidate)
– Coordinate mentor background checks and required onboarding documentation
– Manage program fee billing and payments in collaboration with the program team
– Collect, organize, and maintain program data including enrollment, attendance and lesson reports
– Develop, administer, and manage annual program surveys for students, parents/caregivers, and Musical Mentors, including creating surveys, coordinating distribution, maximizing participation, analyzing results, and preparing reports to inform program improvement
– Support CRM management related to students, families, partners, and Musical Mentors
– Assist with operational logistics that support successful program implementation across all MMC sites
– Help identify and implement process improvements that increase organizational efficiency

Marketing & Communications (2-10 hours per week, depending on candidate)
– Create, schedule, and distribute email marketing campaigns through Mailchimp
– Maintain audience segmentation and mailing lists to ensure effective communications
– Coordinate regular newsletters for donors, volunteers, families, and community partners
– Support creation of graphics, photography, and video content when applicable
– Edit short videos and promotional content (preferred but not required)

QUALIFICATIONS
– Experience working in non-profit, public schools, and/or higher education
– Bachelor’s degree or equivalent experience
– Exceptional organizational skills with the ability to manage multiple projects simultaneously
– Strong attention to detail and commitment to accuracy
– Excellent written and verbal communication skills
– Proficiency with Google Workspace
– Experience using CRM platforms (Salesforce preferred) or the ability to learn new database systems quickly
– Experience with Mailchimp or other email marketing platforms preferred
– Basic graphic design, Canva, or Adobe Creative Suite experience a plus
– Basic video editing experience a plus
– Ability to work both independently and collaboratively within a small, fast-paced team
– Passion for equitable access to music education, youth mentorship, and nonprofit administration

TIME COMMITMENT & BENEFITS
– August-May: 20-30 hours per week
– Opportunity to extend employment beyond May 31 based on organizational needs, performance, and mutual interest
– Flexible remote work schedule. Preference will be given to candidates located on the East Coast (particularly the New York City area), though qualified applicants from across the United States are encouraged to apply.
– Hourly rate: $23-26/hour (depending on experience)
– Preferred work schedule is 4-5 days per week, averaging 4-6 hours per day, to support consistent communication and collaboration with the MMC team
– Eligible for MMC’s retirement benefits program after one year of employment, in accordance with organizational policy

APPLY
Email your cover letter and resume to jobs@musical-mentors.org