Program coordinator Jobs in Pasadena, CA

Program Coordinator, YOLA

Position Status: Part-Time, Non-Exempt

Reports to: Program Manager, YOLA at Torres

Compensation: Hourly ($25/hr)

Department: Learning

About the Los Angeles Philharmonic Association

Founded in 1919, the Los Angeles Philharmonic Association's mission is to perform, present, and promote music in its varied forms at the highest level of excellence to a diverse and large audience, both at the Walt Disney Concert Hall and the Hollywood Bowl. The Los Angeles Philharmonic Association is dedicated to continuing its pre-eminent status in the music world of the 21st century.

About the YOLA Program

YOLA provides incomparable and equitable access to a high-quality and intensive music education for more than 1,700 elementary, middle, and high school students from diverse and vibrant communities across Los Angeles at five unique sites. In providing this access, YOLA supports young people to leverage their learned skills and artistic identities and create transformational change for themselves and their communities. In 2021, the Beckmen YOLA Center was opened as a purpose-built space for program-wide YOLA activities as well as a cultural arts resource in the city of Inglewood.

Position Summary

Under the supervision of the Program Manager, the Program Coordinator supports the successful implementation of YOLA programming in the East Los Angeles Hub located in Griffith STEAM Middle School through administrative coordination, communications, inventory management, data management, and operational support. Working closely with the Program Manager and Senior Program Coordinator, this role helps maintain the systems, resources, and processes that support daily program operations and create a positive experience for students, families, and teaching artists. Under this role, you will be expected to be available between 3:00 PM to 8:00 PM Monday through Friday.

The Program Coordinator serves as an important operational partner for the site, coordinating student registration processes, maintaining data systems, managing inventory and supplies, supporting family communications, and assisting with the implementation of performances, events, and community activities. This position is ideal for a highly organized and detail-oriented individual who enjoys building efficient systems and supporting youth-centered programming in a dynamic arts education environment.

Scope of Work

Student Services and Program Administration

• Support student registration, enrollment, onboarding, and re-enrollment processes.
• Maintain accurate student records, rosters, attendance records, and enrollment documentation.
• Manage routine data entry and maintenance within the program databases.
• Monitor data quality and assist with reporting, evaluation, and documentation needs.
• Support communication with students, families, teaching artist regarding attendance, program updates, schedules, and participation requirements.
• Assist with collection and organization of student forms, contracts, and program documentation.

Inventory, Resources, and Administrative Operations

• Coordinate instrument inventory tracking, assignments, repairs, returns, and storage documentation.
• Maintain accurate inventory records for instruments, equipment, supplies, and educational resources.
• Conduct routine inventory reviews and assist with annual inventory audits.
• Monitor inventory levels and coordinate ordering of office supplies, classroom materials, instruments, accessories, and music resources.
• Support expense tracking, invoice processing, purchasing documentation, and resource allocation.
• Oversee organization and upkeep of administrative office spaces, storage areas, and shared program resources.

Communication and Information Management

• Support the preparation and distribution of newsletters, calendars, schedules, flyers, and program communications.
• Ensure accurate and timely communication is disseminated to students, families, teaching artists, and staff.
• Maintain and update program websites and approved communication platforms.
• Support family engagement efforts by responding to routine inquiries and directing questions to the appropriate team members.
• Maintain communication records, contact databases, and distribution lists.

Event Coordination and Program Support

• Support planning and implementation of concerts, performances, field trips, community events, family engagement activities, and special programs.
• Coordinate event logistics including registration, materials, schedules, communications, and participant tracking.
• Assist with event preparation, execution, and follow-up activities.
• Support culture-building initiatives and activities that foster belonging, engagement, and community among students and families.
• Collaborate with teaching artists, Program Assistants, and site staff to ensure successful program implementation.

Operational Support

• Support daily site operations, including attendance verification, classroom transitions, student arrival and dismissal processes, and logistical coordination.
• Assist in maintaining operational systems and processes that support effective program delivery.
• Identify operational needs and communicate recommendations for improved efficiency and effectiveness.
• Support cross-site initiatives, departmental projects, and special assignments as needed.

Other Duties

• Participate in Learning Department and YOLA staff meetings, trainings, and professional development opportunities.
• Collaborate effectively with site leadership, teaching artists, administrative staff, and community stakeholders.
• Perform other duties as assigned.

Position Requirements

• Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
• Strong communication and interpersonal skills, with the ability to work effectively with diverse students, families, staff, and community partners.
• Reliable, self-motivated, and able to work independently and collaboratively.
• Ability to maintain confidentiality, exercise sound judgment, and solve problems proactively.
• Proficiency with Microsoft Office, collaborative technology platforms, and database systems; Salesforce experience preferred.
• Commitment to youth development, arts education, equity, and inclusion.
• Ability to work evenings and weekends as needed.
• Spanish language proficiency preferred.

Position Expectations

• Serve as an engaged and collaborative member of the YOLA and Learning Department teams.
• Maintain a high standard of professionalism, responsiveness, and customer service.
• Complete work accurately, meet deadlines, and communicate proactively.
• Support organized and welcoming program operations for students and families.
• Attend required meetings, trainings, performances, and special events.
• Perform other duties and special projects as assigned.

Preferred Qualifications

• Associate's or Bachelor's degree in a related field, or equivalent professional experience.
• Experience in program coordination, administrative operations, education, youth development, arts administration, or nonprofit settings.
• Experience with database management and operational systems.
• Familiarity with music education, performing arts, or community-based youth programs.
• Bilingual in English and Spanish preferred.
• Knowledge of or interest in El Sistema-inspired music education programs.

The Los Angeles Philharmonic Association will consider for employment qualified applicants with arrest or conviction records in accordance with the Los Angeles County Fair Chance Ordinance for Employers, the Los Angeles Fair Chance Initiative for Hiring Ordinance, and the California Fair Chance Act.

Equal Employment Opportunity Policy

The Los Angeles Philharmonic Association is committed to provide equal employment opportunity for all applicants and employees. The Association does not discriminate on the basis of race, color, religion, religious creed (including religious dress and religious grooming), sex (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition or information, genetic information, marital status, gender, gender identity, gender expression, military status, veteran status, or any other basis protected by federal, state, or local law. Consistent with applicable law, the Association also provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in job application procedures.