Finance & Administrative Coordinator

Grant Park Music Festival•Chicago, IL

2d•Onsite

About The Position

The Grant Park Music Festival is Chicago’s summer music festival, bringing world-class orchestral and choral performances to Millennium Park and neighborhoods throughout the city. For more than nine decades, the Festival has made exceptional classical music accessible to everyone, presenting free concerts in one of Chicago’s most iconic public spaces while building connections with audiences and communities across the city. The Festival is seeking a full-time Finance and Administrative Coordinator to join our mission-driven, collaborative team. This is an excellent opportunity for an organized, resourceful, and proactive administrator who enjoys working across functions and wants to play an important role in the day-to-day operations of a dynamic nonprofit arts organization. Reporting to the Chief Financial and Administrative Officer, this position helps ensure that financial processes are accurate and timely, leadership and board activities are well coordinated, and the Festival’s office operates smoothly and efficiently. The Finance and Administrative Coordinator will join a team of 17 year-round staff members dedicated to enriching lives through the power of music. In this small and highly collaborative organization, the Coordinator will work closely with Festival leadership and staff while gaining broad experience across finance, nonprofit administration, governance, and operations. The successful candidate will be someone who can manage details carefully, anticipate needs, solve problems independently, and shift comfortably among financial, administrative, operational, and technology-related responsibilities.

Requirements

At least 2 years of relevant administrative, finance, operations, and/or nonprofit experience.
At least 1 year of experience with accounts payable, accounts and pledges receivable, account reconciliations, and other general accounting functions.
Strong organizational skills and exceptional attention to detail, with the ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills.
Demonstrated ability to handle confidential financial, personnel, donor, board, and organizational information with discretion.
Strong computer skills and comfort learning and supporting a range of office technology and software systems, including Microsoft 365 applications.
Ability to work independently, exercise good judgment, identify and resolve routine problems, and know when to seek guidance.
A collaborative, flexible approach and willingness to contribute wherever needed in a small, fast-moving nonprofit environment.

Nice To Haves

Experience in a nonprofit performing arts organization is preferred, but not required.

Responsibilities

Process accounts payable and accounts and pledges receivable transactions in accordance with established procedures.
Record deposits in the general ledger and maintain accurate revenue reports.
Perform monthly bank reconciliations and investigate discrepancies.
Maintain corporate credit card records and reconcile monthly statements.
Support the annual budgeting and quarterly re-projection processes.
Provide administrative and organizational support to the President & CEO, including calendar and meeting coordination, correspondence and materials, travel arrangements, and meeting notes.
Coordinate logistics for Board of Directors and committee meetings, including scheduling, materials distribution, meeting setup, notetaking, and preparation of formal minutes.
Coordinate all-staff events, professional development activities, retreats, meetings, and staff recognition.
Serve as a liaison with building management, security, and maintenance to support an effective and well-functioning Festival office.
Manage office supplies, shared equipment, storage areas, and day-to-day office needs.
Serve as the primary liaison to the Festival’s outsourced IT services provider and coordinate day-to-day office technology, including hardware, software, cloud files, copiers, printers, and phone systems.
Provide basic technology training and troubleshooting for staff.
Manage incoming and outgoing mail and packages, postage, and office access systems.
Serve as a welcoming first point of contact for visitors, callers, vendors, and constituents.
Obtain vendor bids and support procurement decisions by comparing pricing, terms, and service levels; negotiate routine vendor terms within established organizational guidelines.
Support seasonal staff onboarding and offboarding, HR recordkeeping, research, mailings, special projects, and other administrative needs at the Festival.

Benefits

10 days paid vacation
11 paid holidays
4 paid personal days
12 paid sick days
Health insurance for employee and dependents (75% employer paid)
Dental and vision insurance (25% employer paid)
Employer-paid life insurance
403(b) retirement plan with 3.75% employer match after one year of employment
Complimentary reserved seating for friends and family at Festival performances
Steeply discounted staff parking at the Millennium Park Garage
Opportunities for free/discounted tickets to partner performances/shows at venues across Chicago