Department Coordinator, Learning

Los Angeles Philharmonic Association•Los Angeles, CA

About The Position

The Department Coordinator, Learning supports the day-to-day administrative operations of the LA Phil Learning Department, including Youth Orchestra Los Angeles (YOLA) sites and Collaborative Learning programs. Working closely with Learning leadership and staff, the coordinator keeps department systems, calendars, contracts, and communications organized and moving. The role leads vendor and artist contract and settlement workflows, manages calendars and meeting logistics for department leadership—particularly the Vice President, Learning—and coordinates with the LA Phil Digital team on social media content for YOLA and Learning programs. The Learning portfolio includes YOLA and its hubs across Los Angeles, as well as Collaborative Learning programs such as Symphonies for Schools, Symphonies for Youth, the Composer Fellowship Program, and Upbeat Live. The coordinator supports the smooth functioning of department operations and contributes to major department events and company-wide learning and community initiatives. Local travel and occasional evening and weekend responsibilities are part of the role.

Requirements

Two or more years of administrative, operations, or project coordination experience, preferably in an arts, education, or nonprofit setting, with an undergraduate degree or equivalent experience.
Experience drafting, routing, or tracking contracts and processing invoices, settlements, or similar financial and administrative workflows.
Experience managing calendars and scheduling for senior staff.
Strong organizational skills, attention to detail, and time management, with the ability to prioritize and manage multiple deadlines.
Excellent written and verbal communication skills and impeccable customer service.
Professionally proficient computer skills; Microsoft Office and SharePoint are required.
Positive and flexible attitude, with the ability to work well on a team and in a fast-paced, multi-tasking environment.
Passion for and ability to work with diverse personalities and populations, and commitment to improving and promoting equity, diversity, and inclusion practices in all aspects of the work.
Local travel and occasional evening and weekend availability.

Nice To Haves

Familiarity with social media platforms, including Instagram and LinkedIn.
Experience with a digital asset management system.
Knowledge of Salesforce or another CRM, Monday.com, Concord, Acceptd, Slack, or Zoom.
Appreciation for and knowledge of orchestral and/or choral music.
Spanish language proficiency.

Responsibilities

Provide general administrative support, including organizing meeting logistics and calendars.
Process department invoices and mailings, manage office supplies, track corporate card receipts, and reconcile monthly statements.
Order supplies for Learning Department events and programs.
Maintain confidentiality of sensitive institutional, personnel, and participant information.
Draft contracts from approved templates and route them for review and signature through Concord.
Track contracts from request through full execution and maintain a current contract log and shared filing system, including status, terms, deliverables, and payment schedules.
Prepare settlement packets after engagements and events, reconciling fees, expenses, and deliverables against executed contracts and supporting documentation.
Coordinate with Finance and Legal on contract terms, vendor setup, and payment timing, and help ensure timely payment.
Flag discrepancies, missing documentation, and upcoming renewals to the Senior Director, Learning and Operations.
Manage the Vice President, Learning’s calendar, including internal and external meetings, site visits, and travel.
Coordinate department and cross-department meetings; prepare agendas and materials as requested, record and distribute minutes, and track follow-up items.
Maintain the Learning Department master calendar of programs, events, concerts, and deadlines across YOLA hubs and Collaborative Learning programs.
Prepare logistics briefings for leadership engagements, including donor and partner visits to YOLA sites.
Coordinate the YOLA and Learning social media content calendar with the Digital team.
Collect photos, video, stories, and event details from YOLA hub leadership and Learning staff; draft captions and post copy for review and route content for approval.
Upload and organize photo and video assets in Clark and ensure media releases and permissions are on file.
Collaborate with the Senior Director, Learning and Operations to prepare and proofread presentations, newsletters, talking points, and information for web, social media, and marketing.
Communicate effectively with internal and external stakeholders.
Assist and collaborate with other Learning Department team members as needed.
Support company-wide learning and community initiatives and related communications, including Upbeat Live, Symphonies for Youth, and Symphonies for Schools.
Perform pre-concert and concert duties and other duties as assigned.