Department Coordinator, Learning

Los Angeles Philharmonic • Los Angeles, CA

1d

About The Position

The Department Coordinator, Learning supports the day-to-day administrative operations of the LA Phil’s Learning Department, including Youth Orchestra Los Angeles (YOLA) sites and Collaborative Learning programs. The role helps maintain the department’s systems, calendars, contracts, and communications in close collaboration with the Senior Manager, Learning; Senior Director, Learning and Operations; and Vice President, Learning.

The coordinator leads contract and settlement workflows for vendors and artists, manages calendaring 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 role also supports department events and initiatives, including occasional pre-concert and concert duties. Occasional evening and weekend responsibilities and local travel are required.

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.
• Familiarity with social media platforms, including Instagram and LinkedIn, and basic content coordination.
• 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.
• Professional computer proficiency; Microsoft Office and SharePoint are required.
• Positive and flexible attitude, with the ability to work well on a team and in a fast-paced, multitasking environment.
• Passion for and ability to work with diverse personalities and populations, and commitment to improving and promoting equity, diversity, and inclusion practices.
• Availability for local travel and occasional evenings and weekends.

Nice To Haves

• 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 calendaring.
• Serve as the point of contact for department invoices, mailings, and office supplies.
• Track corporate card receipts and reconcile monthly statements.
• Support ordering 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 agreements from request through execution.
• Maintain a current contract log and shared filing system showing agreement status, terms, deliverables, and payment schedules.
• Prepare settlement packets after engagements and events, reconciling fees, expenses, and deliverables against contracts and supporting documentation.
• Coordinate with Finance and Legal on contract terms, vendor setup, and payment timing, and support timely payment.
• Flag discrepancies, missing documentation, and upcoming renewals to the Senior Director, Learning and Operations.
• Manage calendaring for the Vice President, Learning, including internal and external meetings, site visits, and travel.
• Coordinate department and cross-departmental 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 with the Digital team on the social media content calendar for YOLA and Learning programs.
• Collect photos, video, stories, and event details; draft captions and post copy for Digital team review and route content through approvals.
• 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 in writing and verbally with internal and external stakeholders.
• Assist and collaborate with Learning Department team members and 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.

What This Job Offers

• Job Type: Part-time