Arts and Ideas Program Coordinator

JCC Greater Boston • Newton, MA

21h • Hybrid

About The Position

Great arts programming doesn’t just fill a calendar—it creates moments that stay with people. We’re looking for someone to help make those moments happen. Reporting to the Assistant Director, Arts and Ideas, The Program Coordinator for Adult Arts & Ideas plays a central role in ensuring the smooth, efficient, welcoming, and high‑quality operation of all adult classes, programs, and monthly events within the Arts & Ideas department including our Boston Jewish Film programming. This position requires a team player, experienced in providing exemplary customer service to a range of constituents including vendors and stakeholders. The coordinator must consistently demonstrate excellent organization, logistics planning and execution, communication, and proactive problem‑solving skills in their role. The Program Coordinator works closely with internal departments to ensure that every class and event runs seamlessly from planning through completion.

Requirements

• Bachelor’s degree required and minimum of 2 years in an administrative role, preferably in an arts-related field.
• Exceptional organizational skills with the ability to manage multiple projects simultaneously without losing track of details.
• Strong attention to detail paired with the ability to understand how individual tasks fit into the broader program goals.
• Demonstrated judgment and the ability to take initiative, anticipate needs, and solve problems proactively.
• Excellent communication and customer service skills; comfortable assisting participants of all ages and technical abilities.
• Ability to work collaboratively across departments and maintain positive working relationships.
• Proficiency with administrative and project‑management tools (e.g., Asana, Excel, Salesforce CRM/registration systems, Microsoft 365) or willingness to learn.
• Highly reliable, accountable, and committed to delivering excellent participant experiences.
• Calm under pressure and able to adapt quickly when plans change.
• Warm, welcoming, and community oriented—reflecting the values of the JCC.
• Curious, resourceful, and eager to support a vibrant Arts & Ideas department.

Nice To Haves

• Experience in program administration, event coordination, or operations preferred
• Familiarity with arts, culture, or adult education programming is a plus.

Responsibilities

• Ensure efficient, high-quality Adult Program and Class Operations through effective preparation, collaboration, communication, and follow-through.
• Enter all adult Arts & Ideas classes into Asana and/or any other tools as required in order to maintain accurate timelines, tasks and deadlines.
• Reserve rooms, providing necessary set-up instructions, and confirm Facilities can support required room setups, breakdowns, and clean-up.
• Maintain accurate class rosters; monitor enrollment; communicate updates to instructors and staff; make any necessary updates on Asana and/or any other tools.
• Serve as the primary point of contact for participants, i.e. answering questions, assisting with registration, and providing clear, timely communication.
• Notify participants of cancellations, delays, or changes; manage class cancellations when necessary.
• Initiate refund process and assist participants in transferring to other classes that may interest them.
• Input BJF programming and payment data into Asana and Agile Ticketing.
• Run data reports for classes and events upon request.
• Coordinate guest logistics including hotel bookings, schedules, and on-site coordination for all BJF screenings and events.
• Create seasonal program slides and update with any changes.
• Check website regularly to ensure updated accuracy.
• Support all Arts & Ideas team members as required.
• Provide excellent member/guest-focused Event Logistics & On-Site Support during key in-person events.
• Enter all adult special events into Asana and maintain accurate timelines, tasks, and deadlines.
• Coordinate logistics for monthly Arts & Ideas events, including booking travel (flights, hotels) for guest speakers or artists when needed.
• Assist with event registration, roster management, and attendee communication.
• Order, pick up, and organize food, supplies, and materials for events.
• Provide on‑site support during events to ensure smooth execution.
• Actively create a welcoming dynamic where each individual feels seen and welcomed.
• Actively participate as an essential member of the FEJL team.
• Support JCC Greater Boston’s mission, vision, and values of belonging, joyfulness, collaboration and transformation, including through personal role modeling.
• Participate in all staff meetings as assigned and contribute to overall organizational success.
• Attend JCCGB All Staff meetings.
• Other duties as assigned.

Benefits

• Employer-paid Life Insurance
• Paid Time Off (PTO)
• Ancillary benefits
• JCCGB Perks!
• Regular, part-time, salaried role is also eligible for a free family membership to JCC Greater Boston's top class fitness, recreation and wellness facility in Newton – offering virtual and in-person programs including indoor swimming, many fitness classes, and workout facilities, as well as discounts to many JCCGB events, classes, outdoor pool, and more!
• Complimentary membership includes: Use of the Fitness Center at Leventhal-Sidman
• Access to group fit classes, Arts and Culture adult programming at member rates
• Discounts on a variety JCCGB's fitness/wellness programs and services
• Free wellness events!

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level