Membership and Contracts Coordinator
Full Time / Permanent 36.25 hours per week
2022 Salary – $726.84 Weekly / $37796 Annually
Employer Pension Contributions at 11.5% on top of Salary
Full individual or family Health & Dental Plan
Located at TMA Offices
Part of UNIFOR 2003E-50 Collective Bargaining Unit
Submit maximum one page CV and one page Cover Letter to operations@tma149.ca by Thursday April 14, 2022 @ 11:59 PM
Be part of a small team dedicated to serving professional musicians in the Greater Toronto Area. Toronto Musicians’ Association (TMA) is Local 149 of the Canadian Federation of Musicians (CFM) and American Federation of Musicians (AFM). Together with the CFM and AFM, TMA aims to serve 3,000 Toronto Area member professional musicians of all genres and backgrounds through organizing, promulgation, collective bargaining, and maintenance of agreements, as well as the development and delivery of services that improve musicians’ quality of life. TMA members are served by a professional staff and led by an Executive Director, who reports to a board of directors comprised entirely of local professional musicians.
This opportunity is to join the professional staff.
The incumbent in this role will have a primary focus of Membership Registration & Development. This position calls for multitasking with data tasks, while providing great service and information to past, current, and potential members, as well as staff and board, on the phone, through email and in person. Additionally, the role will look to communicate events and news from TMA and its members to the entire membership on social media and web. The role will also be expected to fill in for many of the other tasks listed below as part of a small team with an increasing emphasis on flexibility in order to best serve all musician members. TMA is in an exciting time of transition and is looking for team members who bring a motivated and flexible attitude while learning and contributing to positive change. If you believe in the power of music, respect the musician’s role in the creation, performance and recording of music, and respect a musician’s right to professional standards and quality of life, the professional staff at TMA is a great team for you.
Responsibilities
1 Membership Responsibilities (Primary focus)
1.1 Communicate with and support current, prospective, and former members and other stakeholders when asked questions, or when reaching out over phone, phone message, email or in person regarding:
a. Requirements for membership
b. TMA membership benefits
c. TMA contracting benefits; and
d. Any other information that may be reasonably known and/or for which training is given that would contribute to the member or stakeholder’s quality of life as it relates to TMA
1.2 Process and complete data entry of membership applications from the TMA website, the AFM/CFM database, or any other method as directed
1.3 Update TMA membership files on the TMA website, database and accounting software, the AFM/CFM database, and the MPFC database, when member joins, changes status, changes membership type, changes locals, resigns, is suspended, is expelled, is deceased
1.4 Process membership dues payments and refunds by all accepted methods of payment
1.5 Add, Edit and Remove pre-authorized payers and process and audit pre-authorized payments
1.6 Verify membership status for various stakeholders
1.7 Track, Reach out To and Follow-Up with Members and Non-Members on phone, email and social media regarding their current, past or future membership status
1.8 Maintain and track incoming and outgoing mail log
1.9 Manage small and large mail, email, and phone call distribution
1.10 Create various membership reports for accounting and reporting purposes at end of day / week / quarter / year / on demand
1.11 Prepare and provide, within required timelines, the following for Board Meetings, General Meetings, Orientation Meetings, Special Meetings, and Special Events
a. schedules,
b. agendas,
c. RSVP’s
d. minutes,
e. required documents,
f. attendance,
g. audio/visual support,
h. technical support, and
i. hospitality
1.12 Seeking proper authorization, process claims to:
a. Health, Welfare and Education Fund
b. Sick Pay
c. Members Assistance Fund
d. American Income Life Insurance Benefits
e. other funds as directed.
1.13 Check general phone messages and email messages, answer inquiries if able, or relay messages to best staff or board to address questions
1.14 Maintain and purchase office supplies, including hospitality supplies
2 Contracts Responsibilities (as needed)
2.1 Know and Understand TMA/AFM/CFM Contracting System and all Agreements, both negotiated and promulgated, that musicians may work under.
2.2 Analyze online and social media events, recordings and other data to detect and report on areas where covered work may be occurring that is not using TMA/AFM/CFM contracts, or not using them correctly.
2.3 Communicate with and support current, prospective and former members and other stakeholders when asked questions, or when reaching out over phone, phone message, email or in person regarding:
a. Requirements for contracts
b. TMA contracting benefits.
2.4 Analyze and process submitted contracts / payroll information from hard copies, email, the TMA website, the AFM/CFM database, or any other method as directed.
2.5 Enter Data from contract and payroll submissions into the TMA database and Update TMA contract files, in TMA physical files, and on TMA database and accounting software.
2.6 Audit automatic entry of information from contract and payroll submissions on TMA database.
2.7 Copy, send and assure review of contracts, forms and payments for stakeholders such as AFM/CFM and MPFC.
2.8 Educate self on potential activity that would require a contract and follow-up with engagers responsible for that activity.
2.9 Follow-up with engagers and / or leaders and / or contractors that:
a. Where a contract or payroll submission can reasonably be expected but has not been submitted
b. Where a contract or payroll submission is submitted but does not meet the requirements of the agreement they are submitted under
c. Where payments accompanying the contract or payroll submission are not what is required of the agreement they are submitted under
2.10 Invoice for and process work dues payments, and service fee payments and refunds by all accepted methods of payment
2.11 Add, Edit and Remove pre-authorized payers and payees and process and audit preauthorized payments
2.12 Process payroll for musicians if required.
2.13 Create various contract reports for accounting and reporting purposes at end of day / week / quarter / year / on demand.
2.14 Update TMA contract files, in TMA physical files, on the TMA website, database and accounting software, the AFM/CFM database, and the MPFC database, as required
3 Team Responsibilities (primary focus)
3.1 Answer general phone line, sit at welcome desk and host various stakeholders at in office and out of office meetings as required.
3.2 Sit on one board/staff committee and assist with membership, agreements, planning, operations support and reporting as agreed upon at that committee and under the guidance of the strategic plan and operations plan.
Qualifications
Knowledge of Musicians and Live Performance and Recording Sectors:
• you have knowledge of the professional music sector and music contracting in order to analyze, record and prepare documents, and explain procedures.
Administrative and Computer Skills:
• you demonstrate secretarial and administrative experience such as updating files, arranging meetings, completing travel arrangements, ordering transcripts, purchasing goods and services, processing payments.
• you are able to use social media, the web, database applications, computer equipment and related software such as Microsoft Office and Windows to complete research into musician activities, produce letters, memoranda, reports and to enter information into and maintain a database of members and music contracts.
• you design and maintain websites, ads, and other electronic design materials for the web and other applications, especially using Joomla.
Communication and Interpersonal Skills:
• you have excellent oral and written communication skills to provide information to musicians, staff, board, engagers, and other stakeholders.
• your interpersonal skills enable you to work effectively as a team member with minimal supervision.
Analytical, Judgement and Organizational Skills:
• you demonstrate initiative and good judgement by using appropriate methods of time management and organization in order to minimize mistakes and maximize the value of information in the analysis and recording of information.
• you are able to prioritize your workload while meeting conflicting deadlines.
Relationship Management and Communication Skills:
• you can provide effective consultation services and contribute to complex briefing notes and materials.
• you can develop and maintain strong relationships with members, staff, board, engagers, partners, agencies and other stakeholders.
