Youth Music Monterey County (YMMC) – Monterey, CA 93940
Part-time – $25/hour, 20 hours per week, In Office | Monday – Thursday, with occasional evenings
About Youth Music Monterey County (YMMC)
Youth Music Monterey County (YMMC) inspires and engages young musicians throughout Monterey County through exceptional orchestral and chamber music experiences. YMMC supports two youth orchestras, a chamber music program, an in-school elementary strings program, and an afterschool orchestra program. With a focus on artistic excellence, collaboration, and community, YMMC provides opportunities for youth to learn, perform, and grow through the power of music by building the next generation through music.
Position Summary
The Administrative Coordinator plays a vital role in supporting YMMC’s programs and daily operations. Reporting to the Programs Director, this position manages administrative processes, program logistics, communication, student records, and financial tracking to help ensure the smooth and efficient functioning of the organization.
The ideal candidate is highly organized, proactive, and detail-oriented, with strong communication and interpersonal skills. This role requires someone who is comfortable balancing office administration with hands-on program support and communication with students, families, and community partners.
Key Responsibilities
Administrative Support
•Provide administrative support to the Programs Director, including drafting correspondence, maintaining electronic and paper files, and supporting daily office operations.
•Create, manage, and maintain the organization’s master calendar, including rehearsals, lessons, meetings, performances, events, deadlines, and facility schedules.
•Answer phone calls, greet visitors, and respond to emails in a professional and welcoming manner.
•Prepare and distribute communications to students, families, donors, staff, schools, community partners, and collaborating organizations.
•Maintain accurate records and databases, including student enrollment, attendance, donor information, and music library records.
•Collect and compile timesheets for payroll, track invoices and expenses, and communicate with the bookkeeper regarding financial documentation.
•Oversee maintenance of office equipment, order office supplies, and maintain a clean and organized office environment.
Program Support & Coordination
•Support the administration of YMMC programs by maintaining student enrollment, registration, attendance, and tuition records.
•Create and manage spreadsheets, rehearsals rosters, attendance records, and other program documentation.
•Set up and prepare rehearsal and classroom spaces for the afterschool orchestra program.
•Assist with instrument inventory management and tracking of program equipment and materials.
•Maintain and organize YMMC’s music library, including preparing, copying, printing, distributing, and managing digital access to music and concert materials.
Event & Concert Operations
•Provide administrative and logistical support for concerts, performances, recruitment events, and special projects.
•Coordinate volunteer needs for concerts and events, including managing volunteer communications and sign-ups.
•Coordinate concert program materials, printing, and ticket preparation, and other event-related materials.
•Assist with promotional activities, event communications, and community outreach efforts for concerts, performances, and special events.
•Perform other duties assigned in support of YMMC’s programs and operations.
Qualifications
•Bachelor’s degree preferred; equivalent experience will be considered.
•Strong organizational, communication, and interpersonal skills.
•Demonstrated ability to work independently, proactively, and with minimal supervision.
•Ability to manage multiple priorities and deadlines with strong attention to detail.
•Proficiency in Microsoft Office Suite and Google Workspace, including spreadsheet management and database recordkeeping.
•Experience working in music, arts administration, nonprofit organizations, or youth programs preferred.
•Hands-on experience with office machines (copiers, postage machines, printers).
•Ability to think critically, solve problems, and maintain a positive and professional attitude in a dynamic environment.
To apply:
Submit a cover letter and resume to executivedirector@youthmusicmonterey.org with “Administrative Coordinator” in the subject line. No phone calls please.
Interviews will be held in-person.
Job Type: Part-time
Compensation: $25.00 per hour
Experience:
•Microsoft Office, Google Workspace, Airtable, Canva (preferred)
•Administrative experience: 5 years (preferred)
Work location: In person
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