Administrator-Librarian (part-time, averaging 25 hours a week)
Job Description:
The Administrator-Librarian is a key member of the Grand Philharmonic Choir administrative team: a highly organized, detail-oriented, reliable and versatile individual who is responsible for managing critical administrative, technical and financial functions, ensuring smooth operations across the organization.
This position reports to the executive director and is an integral part of a three-person administrative team that supports a family of four choirs (adult symphonic, adult chamber, youth and children), their artistic leaders, concerts and activities.
The successful candidate:
Is highly organized, attentive to detail, and technically proficient in a wide variety of office and data management software such as MS Word, Excel, Google Documents, Canva, etc;
Has excellent organizational skills, managing short- and long-term projects simultaneously;
Has excellent verbal and written communication and interpersonal skills;
Maintains confidentiality and handles sensitive information with integrity;
Has a flexible schedule, in order to allow for variations in the number of hours worked per week, depending on the needs of the organization (there will be times when employees work longer hours than usual, and other times will have a lighter workload);
Is able to move and transport boxes of music in order to retrieve, distribute and collect scores;
Has access to a reliable vehicle and can transport boxes of music and other items between locations;
Has an appreciation of and knowledge about choral music.
Office/Administration Duties:
Manages day-to-day functions of the choir office, including equipment maintenance, office supply management, proper management and storage of records, and basic technical support.
Meets regularly with the executive director, children’s and youth choir co-ordinator, artistic director, and the children’s and youth choir conductors, to ensure smooth operation of the organization.
Oversees and co-ordinates administrative procedures and reviews, evaluates and implements new procedures as required.
Receives and attends to queries from outside the organization, or directs to the appropriate person for response.
Arranges (directly or through volunteers) for preparation and cleanup of rehearsal space for adult choir, including distribution of seating plans, chair setup etc.
Books alternative rehearsal space/community outreach venues when needed.
Supports the board and executive director in planning and execution of the annual general meeting.
Keeps the choir website updated, in consultation with the executive director.
Maintains and advises on changes to existing information systems, compiling data and statistics to support choir activities.
Provides technical support, when required, to conductors, board members, special guest speakers, clinicians and others who are leading activities and meetings.
Ensures that vulnerable sector police record checks are on file and up to date for all choir personnel who work with children and youth and are required to have them.
Is familiar with all policies and procedures of the organization.
Concert and Event Production Duties:
Acts as liaison to visiting soloists, guest artists and visiting composers; creates and sends contracts; assists with travel and hospitality needs; and arranges for remuneration and reimbursement of expenses.
Works as liaison with Centre In The Square staff for other aspects of concert production needs.
Manages the production of concerts and events that are not at Centre in the Square for all choirs, including venue booking, consulting with conductors to meet their production needs, arranging for proper insurance coverage, arranging for staging and stagehands, meeting audio-visual needs, etc.
Ensures borrowing, delivery and return of instruments for production when required.
Member and Donor Management Duties:
Receives inquiries for prospective singers for adult choirs and arranges for auditions or registrations as appropriate.
Forwards inquiries about children’s and youth choirs to Children and Youth Choir Co-ordinator.
Keeps track of membership in all choirs, including registration and payment of fees and uniform charges; follows up with reminders if fees and charges are not paid.
Creates forms for consignment ticket orders from choir members and sends invoices for purchased tickets.
Manages database of donors and donations.
Accounting/Finance Duties:
Records and makes bank deposit payments.
Records all financial transactions of the choir and shares these with bookkeeper, executive director and treasurer.
Keeps official tally of raffle ticket sales, working with volunteers who manage sales.
Prepares quarterly financial statements, in consultation with the executive director.
Handles accounts payable in accordance with established procedures and ensures prompt payment of invoices.
Compiles and records donation information and ensures proper issuing and sending of charitable donation receipts.
Compiles payment information for suppliers and service providers for the purposes of the issuance of T4As.
Works with executive director to retrieve financial records during annual audit.
Librarian Duties:
Keeps a database of the music owned by the choir.
Works with conductors to provide requested music, and makes acquisitions, whether by purchasing new music, or borrowing/renting from other organizations.
Works with Kitchener-Waterloo Symphony and other hired players and soloists to provide them with necessary music for their engagements with the choir.
Prepares/prints, distributes and ensures return of music by choristers and
instrumentalists.
Ensures music library materials are stored in a safe and sustainable manner.
Works with other music organizations to rent from (and to) them to ensure supplies of music are sufficient.
Arranges for additional scores for open public rehearsals.
Collects, catalogues and stores archival materials of the Grand Philharmonic Choir.
Other duties as assigned.
Salary and benefits:
Salary range: $31,000 to $34,000 depending on experience.
Three weeks of paid vacation.
Office in downtown Kitchener with free parking. On the employee’s request, the employer will match employee contributions to the
employee’s RRSP, up to 5% of salary.
A positive and flexible work environment.
About the choir:
The Grand Philharmonic Choir is a family of four choirs in one organization (adult symphonic, adult chamber, youth and children’s choirs). We have been singing since 1922, and we have nearly 200 singers of all ages. We produce 12 to 15 concerts, public outreach events and other events each year as part of our mission to enrich lives through choral music experiences. The choir is a registered charity.
We perform the great choral works, and also contemporary works that speak to the compelling issues of our time. We perform with the Kitchener-Waterloo Symphony at Kitchener’s Centre In The Square concert hall, and at other venues. We commission new works frequently, and embrace innovation in our performances.
Our children and youth singers receive a first-rate music education and unparalleled performance opportunities, including performing with the adult choir and symphony orchestra, workshops with top clinicians, and travelling to music festivals.
The choir is committed to employment equity. We encourage applications from equity-seeking groups including racialized people, Indigenous people, people living with disabilities, and members of the 2SLGBTQIA+ community.
Job applicants must be a Canadian citizen or landed immigrant.
Please submit your resume and cover letter by email to Luisa D’Amato, executive director, by Friday May 29 2026 at executive@grandphilchoir.com
Your application will be kept confidential.
Grand Philharmonic Choir
7-871 Victoria St. N, Suite 198
Kitchener, ON N2B 3S4
226 336 7900
executive@grandphilchoir.com
www.grandphilchoir.com
