Winnipeg Youth Orchestras Administrator

WINNIPEG YOUTH ORCHESTRAS ADMINISTRATOR JOB

The Winnipeg Youth Orchestras (WYO) is seeking a detail-oriented and organized Administrator to support our youth orchestra program. This position reports directly to the President within the WYO Board of Directors and plays a key role in ensuring the smooth operation of organizational, financial, and communications activities. This role is part-time, working 10-12 hours per week remotely and in-person. Weekly hours are an estimate and can vary week to week. Work is required throughout the entire year, including the summer. Compensation is between $14,000 and $15,000 per year depending on experience. The successful candidate must reside in Winnipeg or the surrounding area.

About the Organization: The WYO is a not-for-profit organization dedicated to nurturing a love of music and growth in young musicians. Composed of three orchestras with approximately 130 musicians from grade 3 and up, WYO provides a welcoming community for youth to develop their skills and passion for orchestral music.

EDI Statement: The Winnipeg Youth Orchestras values equity, diversity, inclusion and accessibility (EDIA) as fundamental principles that guide our mission. We are committed to creating an inclusive environment where musicians from all backgrounds can thrive. Our goal is to foster a diverse and supportive community that celebrates the unique contributions of each member, promotes mutual respect, and counters the elitism often associated with classical music.

Requirements:

• Experience in office administration, bookkeeping, and related roles
• Strong organizational skills in time management, prioritization, and event planning
• Ability to manage multiple tasks and projects simultaneously, effectively prioritize responsibilities, and adapt to organizational needs
• Excellent verbal and written communication skills to engage with youth, families, staff, board members, and external partners
• Ability to use effective conflict resolution methods to facilitate positive outcomes
• Demonstrated ability to work independently and collaboratively
• Experience creating positive, respectful, and inclusive environments
• Proficiency with spreadsheets, word processing, and accounting software
• Ability to self-reflect on work practices and respond to feedback

Beneficial Experience:

• Familiarity and appreciation for the classical musical community in Winnipeg
• Experience using QuickBooks
• Experience working with non-profit organizations and youth programs
• Knowledge of concert and event management
• Experience maintaining websites and digital communications

Roles and Responsibilities:

• Financial Administration: Manage all organizational finances, including updating accounts, processing payments (bills, salaries, honorariums), reconciling bank statements, preparing financial reports, and handling tax-related documents.
• Board Support: Coordinate board meetings by scheduling, preparing agendas, collecting reports, and recording/distributing meeting minutes. Attend online evening board meetings on the second Monday of each month.
• Event & Program Logistics: Organize and book venues for concerts, rehearsals, auditions, camps, and competitions. Oversee event logistics such as program preparation, box office management, ticket revenue, and coordination of activities. Attend Wintertide concert on Mar. 2, 2026 and Sounds of Spring concert on May 11, 2026.
• Competitions & Auditions: Administer awards by maintaining trophies and preparing certificates/cheques. Manage audition processes including scheduling, announcements, coordination, and communication of outcomes.
• Registration & Bursaries: Oversee musician registration and fee collection, maintain registration records, and manage bursary applications and communications with families.
• Grants, Promotions, & Fundraising: Maintain records of grants, assist with grant applications, and support fundraising activities including donor recognition and complimentary ticket distribution.
• Communications & Website Management: Serve as the primary contact for general inquiries, prepare and send regular communications about orchestra activities, and ensure the website is updated with current information on registration, events, fundraising, and competitions. Export registration information from the website.
• General Program Support: Collaborate with conductors, musicians, families, and committees to facilitate smooth operation of all orchestra activities and programs.

Application Instructions: Applicants should clearly detail how they meet the above criteria in the following documentation:

• Cover letter
• Current CV/Resume with contact information
• Candidates who advance to the interview stage will be asked for two references of recent supervisors

The successful applicant will be required to submit a Child Abuse Registry check.

Applications due: Dec. 15, 2025

Application packages can be emailed to: Rebecca Hiebert, President of the Winnipeg Youth Orchestra Board of Directors

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Job Type: Part-time

Pay: $22.43-$28.85 per hour

Expected hours: 10 – 12 per week

Benefits:

• Flexible schedule
• Work from home

Work Location: Hybrid remote in Winnipeg, MB R3L 1G1