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Children’s Choir Administrative Assistant

Pottawattamie Arts, Culture & Entertainment (PACE)
Council Bluffs, IA

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Job Details

Contract
$700 a month

Qualifications

Google Docs
Volunteer management
Administrative experience
Attention to detail
Organizational skills

Full Job Description

Title: Children’s Choir Administrative Assistant
Organization: Pottawattamie Arts, Culture & Entertainment (PACE)
Position: Contractor (8-12 hours per week)
Compensation: $700/month for 10 months a year

Location: Hoff Family Arts & Culture Center

Anticipated Start Date: August 16, 2025

Apply by: July 22, 2025

Overview:

PACE is seeking a highly organized and dedicated Choir Administrative Assistant to support the PACE Children’s Choirs, which currently serve K-2nd and 3rd-5th grades, with plans to expand. The Administrative Assistant will work closely with the Music Director, overseeing logistical, administrative, and communication tasks to ensure smooth choir operations. This position offers the opportunity to engage with the community and contribute to the growth and success of the PACE Children’s Choir.

Responsibilities:

Attend Saturday morning rehearsals, Winter and Spring concerts, and the annual August fundraiser.
Be present for additional performance opportunities, including citywide events and performances at the Hoff Center with PACE partners, to foster community engagement.
Assist the Music Director in scheduling and managing the Advisory Committee of 3-8 engaged individuals and parents, meeting 2 - 3 times a year to discuss choir needs, offer advice, and provide program support.
Assist with the recruitment and supervision of parental volunteers, determining their responsibilities and schedules.
Create programmatic documents such as the artistic calendar, season calendars for each ensemble, handouts, and informational emails to parents and guardians.
Assist with recruiting and conducting auditions for new choir members, capturing demographics and relevant information.
Assist the box office in keeping records of financial transactions, including tuition and uniform payments, processing invoices, and handling cash.
Supervise attendance records and communicate any issues to the Music Director.
Participate in bi-weekly meetings, as needed, with PACE staff and the Music Director to manage rehearsal space, budget, programs, marketing, and address any urgent choir needs.
Provide relevant information to PACE marketing for promotional material creation, concert programs and website updates.
Assist the Music Director with routine administrative tasks such as ordering music, printing, and photocopying.
Ensure the safety and well-being of choir members during rehearsals and performances.
Assist in setting up and breaking down rehearsal rooms and performance spaces.
Perform other administrative duties as assigned to support the choir's operations.

Qualifications:

Strong organizational skills and attention to detail.
Experience in administrative roles, preferably in arts or music organizations.
Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
Excellent communication and interpersonal skills to effectively manage volunteers and coordinate with staff.
Ability to manage multiple tasks and deadlines efficiently.
A passion for supporting youth and community arts programs.
Basic financial management skills are a plus.
Ability to lift to 50 pounds and to sit and stand for extended periods.

Job Type: Contract

Pay: $700.00 per month

Ability to Commute:

Council Bluffs, IA 51501 (Required)

Work Location: In person

Quick Apply

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