Program Coordinator, YOLA - Griffith

Los Angeles Philharmonic•Los Angeles, CA

6d•Onsite

About The Position

The Los Angeles Philharmonic Association is seeking a Program Coordinator for the YOLA program at the East Los Angeles Hub, located in Griffith STEAM Middle School. This part-time, non-exempt role reports to the Program Manager and focuses on supporting the successful implementation of YOLA programming through administrative coordination, communications, inventory management, data management, and operational support. The Program Coordinator will work closely with the Program Manager and Senior Program Coordinator to maintain systems, resources, and processes that ensure daily program operations run smoothly and create a positive experience for students, families, and teaching artists. Key responsibilities include coordinating student registration, managing data systems, overseeing inventory and supplies, supporting family communications, and assisting with events and performances. This position is ideal for a highly organized and detail-oriented individual passionate about youth-centered programming in arts education. The role requires availability between 3:00 PM and 8:00 PM, Monday through Friday.

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.

Nice To Haves

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.

Responsibilities

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, and teaching artists regarding attendance, program updates, schedules, and participation requirements.
Assist with the collection and organization of student forms, contracts, and program documentation.
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 the organization and upkeep of administrative office spaces, storage areas, and shared program resources.
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.
Support the 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.
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.
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.