SCHOOL PROGRAMS COORDINATOR
The Music Center’s Education Department is in immediate need for a School Programs Coordinator
Reporting to the Associate Vice President of the Education Department the School Programs Coordinator will provide project and administrative support to the Education Program Managers and the Associate Vice President, in addition the position is responsible on a daily basis for ensuring the smooth operation of the Education Department and administrative functions. The Coordinator will provide support to the Education Department as follows:
Principal Duties & Responsibilities include, but are not limited to:
Administrative
Auditing and preparing weekly employee timecards for AVPs approval, including monitoring the calendar of residency hours/planning/trainings for Teaching Artists to ensure reporting accuracy
Work closely with HR in the preparation of new hire packets, auditing of forms for accuracy, ensuring all paperwork is properly completed and submitted in a timely manner.
Maintain records and ensure continued compliance of employee fingerprinting and tuberculosis clearance for Teaching Artist faculty
Assist with questions relating to timecard reporting and break reporting as required by HR
Contract Administration
Generate contracts for teachers and independent contractors participating in and/or providing programming for School Programs, Special Events and other Department Events and those providing other services for the Department
Ensuring that all related paperwork is completed and on file
Generating check requests to provide payment for completed services
Finance Support
Generate check requests and process invoices using information provided by staff
Process Staff and Teaching Artist expense reports
Maintain working knowledge of the Chart of Accounts for accurate budget coding of all financial requests submitted to accounting
Database Support
Serve as department “expert” on Artifax database
Assist program managers inputting artist schedules and other data into database
Run statistical and financial reports from database as needed/requested
Serve as primary liaison to Artifax help desk when needed
Events Management
Manage all operational aspects of on-site events for School Programs and the Education Department, including but not limited to Institutes and Teaching Artist Trainings.
Room Reservations and communication with Patina, Scheduling and Security as needed
Menu arrangements (in collaboration with participating staff and Directors re: budget feasibility)
Determine A/V requirements and ensure proper equipment is available
Develop signage as needed and ensure proper placement on day of event
Arrange for parking for guests, volunteers and Teaching Artists as needed
Work with organizing staff to ensure that materials are prepared and assembled
Trouble shoot and problem solve when issues come up
Arrange for Production Assistants when needed
Other support as needed
SupportEducation’s Events Manager on an as-needed basis
Support school program managers in scheduling in-school workshops and performances, including possible oversight of 1-3 short-term in-school residencies per year
Coordinate quarterly meetings of Grand Avenue Partners education committee
Volunteer Communications
Serve as primary liaison with Education Guild Volunteers
Maintain Ed Guild budget on their behalf, including processing dues checks and check requests and invoices for Ed Guild events
Work with Ed Guild on special events through the year including their annual Holiday Party – book entertainment and serve as additional liaison with venue
Monitor and track all volunteer support hours
General Office Coordination
Daily guest and staff parking authorizations, including artist, teacher and volunteer parking in communication with staff responsible for the visitors
Maintenance and supply upkeep for Department copiers, fax machines, phones and computers in communication with Music Center staff and outside contractors to avoid downtime when possible and reduce wait time when necessary. Monitor and manage Departmental special equipment needs and inventory, including projectors, screens and any other hardware
Serve as liaison to appropriate Music Center department for facility related issues including housekeeping issues and pest control
General Communications
Maintain calendar for Department Events
Monitor the general information email address, answering and/or forwarding questionsas appropriate
Works as a team member to maintain general filing systems for the office. Serve as point person as needed.
As a member of the Education Department staff, continually build communication with other Music Center departments and MC resident companies.
Other duties as assigned
In addition the ideal candidate will have outstanding administrative and communication skills, an ability to work independently, and the poise necessary to represent the Education Department to a wide variety of constituents both within and outside The Music Center. An interest in the performing arts and interfacing with artists from multiple disciplines and backgrounds is helpful though not required.
Required skills and qualifications include:
Bachelor’s degree preferred; equivalent work experience will also be considered
Strong organizational skills; able to set priorities and meet deadlines; strong follow through
Detail-oriented; able to manage numerous tasks and projects while maintaining a positive attitude and calm demeanor
Must be dependable and possess excellent attendance and punctuality
Must have car and valid California driver’s license
Must submit to and pass a criminal background check
Outstanding written and communication/interpersonal skills; document proofreading and formatting ability
Computer literacy and proficiency with Microsoft Windows operating system. Also, demonstrated proficiency with Microsoft Word, Excel, Outlook, and database software
Ability to lift at least 10 pounds, un-assisted; up to 40 with assistance
Primarily office environment, but also includes theatre and outdoor areas. Occasional site visits to schools within Los Angeles County may be required. Some evening and weekend hours throughout the year is required.
Salary: $36,000 – $40,000, commensurate with experience
How to apply
Interested applicants, please submit a cover letter and resume plus salary history to: jobs@musiccenter.org or Fax to: (213) 972-0721 please include the title of the position in the subject line failure to comply with any of the submission instructions will be considered an incomplete submission.
EQUAL OPPORTUNITY EMPLOYER