Member Experiences Coordinator

Encore Creativity - Washington , District of Columbia

Job Category: Administration (other)

Job Type: Paid

Job Term: Full Time

Compensation: $41600

Application Deadline: April 27, 2024

About Our Organization

Encore Creativity for Older Adults is the nation's largest choral organization for adults age 55 and over. With over 40 ensembles (and growing) nationwide, and over 1500 singers ages 55-99, Encore is a leading organization in the field of creative aging. Encore’s programs include

  • Encore Chorales: traditional choirs singing choral classics in four-part harmony
  • Encore ROCKS: groups singing rock ‘n’ roll hits from the 50s, 60s and beyond
  • Arts for Life Ensembles: which connect individuals with cognitive change and their care partners through song
  • Encore University: online educational classes focusing on key areas of artistic wellness

Encore's mission is to create meaningful arts experiences supporting lifelong learning, wellness, and fun for all older adults. Through our programs, we seek to create a world where all older adults have a place in the arts.

Founded and based in Maryland, Encore currently has 18 Chorales and 9 ROCKS groups in the DMV area with additional chorales in California, DC, Delaware, New York, North Carolina, and Ohio run remotely by a small, dedicated staff. Currently each team member works remotely from their individual homes with weekly team planning and other inter-office meetings on Zoom with occasional in-person meetings at designated places in the DMV area.

Job Summary

Encore Creativity seeks a new member of the Member Experiences Team to support day-to-day program operations and member experiences. As the first point of contact between Encore staff and Encore singers, the Member Experiences Coordinator plays a key role in the organization to create and maintain positive relationships. Primary responsibilities include managing the registration process, acting as a liaison between staff and singers and developing and implementing events, special campaigns and activities.

The Member Experiences Coordinator team works in coordination with Encore staff and CEO to operate and plan program activities by:

  • Performing administrative tasks to ensure organizational effectiveness and efficiency
  • Providing administrative support to members of the Encore Team as needed
  • Planning and implementing Encore’s programs and activities, including but not limited to, semester registrations, summer camps, and special events.

Responsibilities

DUTIES AND RESPONSIBILITIES: Membership

  • Respond to general phone and email inquiries; manage office phone lines and contact email inbox
  • Utilize Neon CRM to maintain accurate member records:
    • Handle program registrations, create member lists, and run membership reports
    • Organize contact information for members
    • Update existing records, merge and maintain current accounts
    • Process financial transactions for registrations when necessary
    • Assist Marketing Manager by assembling registration information for programs and events as needed
  • Facilitate communication with current program participants and potential members; maintain positive relationships with constituents, stakeholders, and communities that Encore serves
  • Support Encore activities and programs by providing logistical support and attending Encore concerts or other activities on location as needed       
  • Perform other duties as required or assigned

DUTIES AND RESPONSIBILITIES: Projects

Plan, design, and assist with execution of events, and produce deliverables with quick turnarounds in partnership with Chief Executive Officer and Encore Team

  • Connect with clients and vendors to plan logistics and operations for annual programs, camps, retreats, and special events
  • Conduct research and prepare information for Business Administrator to negotiate contracts with outside entities
  • Provide feedback and periodic reports to stakeholders as requested
  • Organize facilities and manage event details, including but not limited to:
    • Decor, catering, and entertainment
    • Venue selection, transportation, and location
    • Invitee list, special guest invitations, and equipment
  • Assist Marketing Manager with production of event promotional materials with logistic information and event details
  • Delegate tasks to Encore staff members and work with the team to ensure each task is completed in a timely fashion
  • Propose ideas to improve services and event quality, and brainstorm suggestions that encourage participation in Encore’s program offerings
  • Conduct pre- and post-event evaluations to ensure program quality, and produce reviews for each event to present to team and stakeholders
  • Research grass roots marketing efforts: libraries, community centers, senior centers, etc.

Job Qualifications & Requirements

  • Highly organized and detail-oriented:
    • Ability to maintain high level of accuracy in preparing and entering information
    • Effective verbal and written communication skills
    • Time management: ability to prioritize and support multiple programs and projects
  • Communication skills:
    • Excellent verbal and written interpersonal skills; experience in working with older adults, particularly in service roles, a plus
    • Ability to maintain positive customer service interactions with members, stakeholders, and staff
  • Experience with data entry and organization
  • Analytical and problem-solving skills
  • Computer and technology skills:
    • Experience with Microsoft Office Suite (Word, Excel, Outlook), especially Excel
    • Experience with CRM database; experience with Neon CRM a plus
    • Familiarity and experience with basic computer skills to provide technical support to members over the phone
  • Education: High school diploma or equivalent required

Additional Details

HOURS/SCHEDULE/WAGES/BENEFITS:

  • This is a full-time hourly position of 40 hours/week; Monday through Friday 9:00AM-5:00PM at $20/hour. The Member Experiences Coordinator works primarily from home with equipment provided by Encore Creativity. Occasional in-person meetings and some driving may be required depending on proximity to the DMV area. Position includes full benefits paid by Encore Creativity: Health, Vision, Dental and HSA plus life insurance and workers' compensation. The organization also provides a 403B retirement plan.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

How to Apply

Email your interest and resume to:

Business Administrator at businessadministrator@encorecreativity.org

Applications will be accepted until position is filled.

Qualified applicants will proceed with a phone interview with appropriate staff members; final interview will be over Zoom with the CEO.