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A printable version of these job descriptions is available at the bottom of this page.
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Communications Coordinator - Directors’ Coordinator - Education Coordinator - Events Coordinator - Finance Coordinator - Marketing Coordinator - Membership Coordinator - Team Coordinator
General Duties of Entire RMT
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Develops, Manages, and Adopts
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Annual Regional budget
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Regional Standing Rules revisions
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Regional Strategic Plan
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Prepares State of the Region (SOR) Report
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Provides support for chorus leadership
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Provides recommendations for member positions to the International Board of Directors
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Provides educational programs for all members of the region.
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Ensures that all financial resources of the region are managed in an effective and efficient manner.
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Develops and implements plans for recruiting and training successors.
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Utilizes educational opportunities provided by International.
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Maintains effective communication with chapters, Members–at-Large, and Chapter-at-Large.
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Maintains a supportive and positive working relationship among team members that develops trust and holds each other accountable.
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Defines specific areas of responsibility for each coordinator and the areas in which coordinators have joint (shared) responsibility.
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Uses the process of consensus to arrive at team decisions.
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Supports the decisions made by the team.
Communications Coordinator
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Receives communication from the international organization and disperses to the region.
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Maintains internal communication among the region, chapters and individual members.
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Develops and maintains the regional leadership database.
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Solicitation of potential leaders falls under the Leadership Specialists (TC)
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Is responsible for the regional website and database design, implementation and maintenance.
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Designs, maintains, and updates regional contest website, in conjunction with Convention Steering Committee.
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In consultation with the RMT, prepares and submits year-end State of the Region Report to the Corporate Services Department at international headquarters by established deadline.
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In consultation with the RMT, prepares and submits the Annual Regional Evaluation to the Corporate Services Department at international headquarters by established deadline.
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Maintains contact with appropriate staff members at international headquarters.
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Maintains comprehensive records and forwards materials to successor.
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Appoints staff to assist in the implementation of responsibilities as needed.
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Trains her successor.
Directors’ Coordinator
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Represents the interests of regional directors on the Regional Management Team.
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Communicates with directors in her region to assess their needs.
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Provides and facilitates a forum for directors at regional events.
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Provides mentoring opportunities for Assistant Directors
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Selects Assistant Director Liaison in conjunction with Education Coordinator.
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Coordinates educational opportunities for Directors and Assistant Directors, in conjunction with Education Coordinator.
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Communicates directors’ needs and the needs of their chapters to the Education Coordinator.
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Maintains accurate contact information for all Region 4 Directors and relays information to the Communications Coordinator.
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Appoints or conducts DCP process, in conjunction with the Education Coordinator.
- Oversees DCP coordinator process
- Monitor DCP participant testing and advancements
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Maintains contact with appropriate staff members at international headquarters.
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Maintains comprehensive records and forwards materials to successor.
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Appoints staff to assist in the implementation of responsibilities as needed.
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Trains her successor.
Education Coordinator
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Develops, coordinates and monitors regional educational programs in conjunction with the RMT.
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Plans curriculum for educational events.
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Works in coordination with Events and Marketing Coordinators to promote events.
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Coordinates regional faculty visits to choruses.
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Manages Internationally Funded Visits
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Creates and maintains a five-year education plan document.
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In conjunction with the Membership Coordinator, implement the chapter revitalization plan in order to maintain the integrity of the musical product.
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Approves chapters and prospective chapters for public performance, as outlined in the Chapter Guide.
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Auditions or Appoints a regional faculty member to approve Chapter-at-Large quartets for public performance.
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Develops faculty or staff to assist in implementing regional educational programs.
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Faculty Education
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General Education
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Quartet Education
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Chair of the Regional Convention
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Recommends CC to International
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YWIH Education
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Arranger Education
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In coordination with the Directors’ Coordinator, appoints a Director Certification Program Coordinator who administers the program within the region.
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Maintains contact with appropriate staff members at international headquarters.
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Maintains comprehensive records and forwards materials to successor.
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Appoints staff to assist in the implementation of responsibilities as needed.
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Trains her successor.
Events Coordinator
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Facilitates the securing of appropriate venues for RMT meetings, regional programs and events, including site inspections and negotiation of contracts.
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Coordinates on-site arrangements for all educational regional meetings and events.
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Works with Education Coordinator and members of the Convention Steering Committee to assist in coordinating facility details related to the Regional Convention and Competition, as outlined in the Competition Handbook.
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Works in coordination with the Marketing and Education Coordinators on marketing events.
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Oversees registration for all regional events.
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Maintains contact with appropriate staff members at international headquarters.
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Maintains comprehensive records and forwards materials to successor.
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Appoints staff to assist in the implementation of responsibilities as needed.
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Trains her successor.
Finance Coordinator
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Ensures that all financial resources of the region are accounted for in an effective and efficient manner.
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Coordinates the financial long-range plan in conjunction with other team coordinators.
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Prepares and submits the annual budget for the region.
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Manages bank accounts and investments and keeps accurate and current records of all financial transactions.
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Receives all funds paid to the region and issues all payments.
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Negotiates contracts for services and equipment required by the region.
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Holds sole authority to sign contracts on behalf of the region.
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Coordinates projects to raise non-dues income (ways and means).
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Presents a report on the region’s financial condition at meetings of the Regional Management Team.
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Provides statistical and cost analysis to the RMT, as needed.
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Prepares an annual financial statement for submission to the Controller at international headquarters.
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Submits accounting records for audit at the close of the fiscal year to a qualified person(s) selected by the Regional Management Team or for examination or audit at any time as directed by the team.
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Files annual 990 tax form with the Internal Revenue Service by September 15 for the preceding year ending April 30.
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Provides advice and training to chapter treasurers and serves as a resource to chapters with financial questions.
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Provides financial information necessary to complete applications for corporate gifts/grants.
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Maintains contact with appropriate staff members at international headquarters.
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Maintains comprehensive records and forwards materials to successor.
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Appoints staff to assist in the implementation of responsibilities as needed.
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Trains her successor.
Marketing Coordinator
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Develops and provides marketing and public relations programs that promote regional events, and membership growth and retention.
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Plans and implements marketing and public relations programs to increase membership growth and retention.
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Designs and implements plans to market events and products.
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Works in coordination with all members of the RMT to promote their various initiatives.
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Post regional events and updates on social media.
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Coordinates regional convention marketing efforts with CRC.
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Maintains a database of media contacts.
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Write and distributes press releases and produces media kits.
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Invites media to regional events and serves as onsite media contact.
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Initiates media opportunities including on-air interviews and feature stories.
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Maintains contact with appropriate staff members at international headquarters.
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Maintains comprehensive records and forwards materials to successor.
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Appoints staff to assist in the implementation of responsibilities as needed.
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Trains her successor.
Membership Coordinator
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Represents the interest of chapter management and membership on the Regional Management Team.
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Communicates needs and issues from presidents/team leaders and chapter to the Regional Management Team.
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Provides and facilitates a forum for presidents/team leaders at regional events.
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Plans and implements programs in the areas of membership growth and retention and appoints staff, as needed, to assist in these responsibilities.
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Member Programs: Membership growth, Membership retention, At-Large member connections, Alternate member connections (Associate, Dual, Youth, Lifetime) , Incentive Programs (Member recognition, attendance, longevity, etc.)
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Chorus Assistance: Rehearsal strategies, Conflict management
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Prospective Chorus Programs (e.g. Cold Starts, Steps Program)
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Revitalization/Dissolution Processes
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Membership database
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Insures that Members-at-Large and Chapter-at-Large members are aware of and included in regional events, programs and publications.
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Maintains and tracks various contest statistics.
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Appoints a Chapter Coordinator to maintain regular contact with chapter presidents/team leaders to assess and communicate chapter needs to the Membership Coordinator.
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Maintains contact with appropriate staff members at International headquarters.
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Maintains comprehensive records and forwards materials to successor.
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Trains her successor.
Team Coordinator
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Responsible for overall successful leadership and management of the Region
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Participates in development and delivery of administrative training plans and materials, especially in support of leadership development
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Trains new RMT members on protocol (i.e. confidentiality, accountability, meeting interaction, etc)
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Develops and maintains regional job descriptions, in conjunction with RMT members.
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Supports all RMT members and committees in regional staff appointments and development efforts
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Appoints, directs, and oversees the activities of a Regional Bylaws and Rules Chair, who reviews and approves all Chapter Standing rules.
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Appoints, directs, and oversees a Regional Secretary who:
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Maintains a complete record of regional meetings and activities.
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Records and prepares minutes of all meetings of the Regional Management Team.
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Distributes copies of minutes to members of the team, regional chapters and the Corporate Services Department at international headquarters.
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Solicitation and identification of potential regional leaders.
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Annually appoints a three member nominating committee.
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Facilitates the meetings of the Regional Management Team.
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Coordinates the agenda for Regional Management Team meetings with input from other team members.
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Maintains the region’s long-range plan document.
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Maintains the regional calendar.
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Develops a support staff to assist in the implementation of her responsibilities such as chapter standing rules review and regional calendar.
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Maintains contact with appropriate staff members at international headquarters.
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Maintains comprehensive records and forwards materials to successor.
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Appoints staff to assist in the implementation of responsibilities as needed.
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Trains her successor.
Associate RMT Member
From time to time, our Regional Management teams seeks and encourages additonal Region 4 members to become Associate RMT members to aid the RMT in a variety of duties. These Associate RMT members may serve in a variety of capacities depending upon their interest and skill level. These one year terms are renewable annually. The purpose of this Associate membership program is to ultimately create a broader base of administrative leaders with our region.
Regional Secretary
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Maintain a complete record of regional meetings and activities.
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Records and prepares minutes of all meetings of the Regional Management Team.
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Distributes copies of miutes to members of the team and post on secure website.
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Prepares and post Summary of minutes to website for general membership review.