Program Coordinator

Position: Program Coordinator

Reports To: Senior Director of Programming

FLSA Status: Non-Exempt Salaried, 20 hours per week

Supervises: N/A

Salary: $18,000

Schedule/Location: During academic year, Tuesdays, 2 pm - 8 pm First Unitarian Church of Philadelphia, 2125 Chestnut Street Philadelphia PA. Visit school and community programs as assigned. Remote work during remaining weekly hours, flexible schedule, with some weekends required for auditions, concerts, and special events.

Physical Requirements: During weekly rehearsals this position is physical in nature, including many

hours standing, walking up and down stairs, and moving chairs/music stands.

Musicopia’s mission is to provide equitable access to music education and enrichment, encouraging self-confidence, global awareness, dedication and joy in Pre-K to 12th grade students and their communities. With the goal of inspiring a deep love and knowledge of great music, Musicopia’s programs promote the transformative powers of music, the value of musical discipline and an appreciation of cultural diversity. For more information, please visit www.musicopia.net.

The Musicopia String Orchestra program is an out-of-school orchestra program for Philadelphia students ages 7-18. Supplemental activities include intensive chamber coaching for advanced students, group lessons, performance opportunities, and collaborations with guest composers and performers. The MSO is a tuition-free program with a suggested donation for families who are able to support the program.

Primary Areas of Responsibility:

MUSICOPIA STRING ORCHESTRA

ON-SITE REHEARSAL COORDINATION

· Set up, breakdown rehearsal chairs, music stands and folders

· Maintain inventory of all supplies and instruments on site; order supplies as needed

· Coordinate instrument needs with Gift of Music Liaison, Artistic Director

· Obtain items for weekly student snacks; coordinate snack-time

· Track attendance of students and follow up as appropriate.

· Conduct day-of communications with driver and families that arise regarding Musicopia-arranged transportation

· Welcome students to rehearsal; stay on site until every student has been picked up

· Organize volunteers (Penn mentors, parents, guardians, Sign-Up Genius form)

· Take photos and videos as needed/requested

REGISTRATION

· Maintain season schedule of rehearsal, concert, and audition dates

· Process registrations, conduct data entry for student rosters, update and troubleshoot registration form each season

· Communications:

· Disseminate new season registration materials, handbook, season schedule, and other relevant information to returning and new families

· Coordinate as needed with Artistic Director on communications to families/students throughout the season

· Update MSO Handbook as needed under supervision of Artistic Director

· Communicate complimentary ticket offers from Philadelphia Orchestra, other partners

AUDITIONS

· Coordinate Fall, Mid-Season, Spring, Seating, and other auditions as needed with Artistic Director, coaches

· Serve as on-site coordinator (proctor) during auditions

· Provide assistance to students / families about the audition process and/or MSO

· Send result e-mails post-audition with registration and other season information. Follow-up as necessary.

· Maintain e-mail list of string teachers for promotion and student recruitment purposes.

· Audition promotion: Create/update audition flyer and requirements; promote auditions to private and school string teachers, SDP, Musicopia e-newsletter, PMAY e-newsletter, etc.

· Secure volunteers to assist if needed for rehearsal Seating Auditions

SCHOOL-BASED & COMMUNITY PROGRAMS

· Attend 1-2 school-based programs each week to document programs by taking photographs and video of class sessions and assembly programs.

· Attend school-based programs as necessary to administer pre and post program surveys

· Attend and table at community events as needed

· Supply media and anecdotes to marketing and fundraising teams for use on social media, newsletters, and grant writing.

· Book programs and/or enter data into Salesforce as assigned by Senior Director of Programming and Program Director.

Qualifications: Bachelor’s degree in related field, or evidence of progressing career development in administrative duties, required. Candidates with a background in music or education are preferred. Applicant must have strong interpersonal skills and must be self-motivated, organized, and efficient. Must be organized, accountable, self-motivated, well-spoken and friendly.

Must be comfortable with technology (Microsoft Office Suite, Internet research). Online platforms used; experience helpful, willingness to train required: Form Assembly, Salesforce, Box, Musicopia website content management system (Wix), Airtable, Google Suite (Google Classrooms, Google Forms, Google Sheets, Google Groups), Sign Up Genius, Zoom.

Other Requirements:

Musicopia’s standard practices, policies, and procedures require that all new hires supply and maintain background checks. Must have access to reliable transportation to visit school programs throughout the Philadelphia region.