Department Coordinator, Learning

Department Coordinator, Learning

Position Status: Part-Time, Non-Exempt (20–29 hours per week)

Reports to: Senior Director, Learning and Operations

Pay Range: $30 per hour 

Department: Learning

About Learning at the LA Phil:

Leading the LA Phil’s strategic engagement with youth and education across Los Angeles, the Learning programs at the LA Phil champion the organization’s investment in the larger arts ecosystem while providing thought-leadership and advocacy for youth engagement program models that uplift and inspire. The Learning portfolio includes Youth Orchestra Los Angeles (YOLA) and its hubs across the city, along with Collaborative Learning programs such as Symphonies for Schools, Symphonies for Youth, the Composer Fellowship Program, and Upbeat Live.

Position Summary:

The Department Coordinator, Learning, reporting to the Senior Director, Learning and Operations, supports the day-to-day administrative operations of the Learning Department, including the Youth Orchestra Los Angeles (YOLA) sites and Collaborative Learning programs. The Department Coordinator is an essential member of the Learning team who keeps the department’s systems, calendars, contracts, and communications moving, working in close collaboration with the Senior Manager, Learning, the Senior Director, Learning & Operations, and the Vice President, Learning.

The Department Coordinator serves as the department’s administrative coordinator, taking lead on the contracts and settlement for vendors and artists; manages calendaring and meeting logistics for Learning Department leadership, specifically the Vice President, Learning, and coordinates with the LA Phil Digital team on social media content for YOLA and Learning programs.

This position will include occasional evening and weekend responsibilities.

Scope of Work:

Administrative Support and Department Systems:

• Provide general administrative support to the Learning Department including organizing logistics for meetings and calendaring
• Serve as point of contact for processing department invoices, mailings, and office supplies
• Manage the department’s corporate card receipt tracking and monthly statement reconciliation
• Support the ordering of supplies for Learning department events and programs
• Maintain confidentiality of sensitive institutional, personnel, and participant information

Contracts and Settlements:

• Serve as the department’s contract and settlement specialist for Learning and YOLA programming, including teaching artists, guest artists, faculty, clinicians, contractors, and vendors
• Draft contracts from approved templates and route them for review and signature through Concord, tracking each agreement from request through full execution
• Maintain a current contract log and shared filing system so that status, terms, deliverables, and payment schedules are visible to program staff
• Prepare settlement packets following engagements and events, reconciling fees, expenses, and deliverables against the executed contract and supporting documentation
• Coordinate with Finance and Legal to resolve questions on contract terms, vendor setup, and payment timing, and ensure individuals and organizations are paid in a timely manner
• Flag discrepancies, missing documentation, and upcoming renewals to the Senior Director, Learning and Operations

Department Leadership Calendaring and Meeting Coordination:

• Manage calendaring for the Vice President, Learning, scheduling internal and external meetings, site visits, and travel
• Coordinate and schedule department and cross-departmental meetings; prepare agendas and materials as requested, record and distribute meeting 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 briefing for leadership engagements, including donor and partner visits to YOLA sites

Communications and Social Media Coordination:

• Serve as the Learning Department’s point of contact with the Digital team for social media, coordinating the YOLA and Learning content calendar
• Collect photos, video, stories, and event details from YOLA hub leadership and Learning staff; 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 communication pieces, including presentations, newsletters, talking points, and information for web, social media, and marketing
• Communicate effectively in written and verbal form with key internal and external stakeholders

Other duties as assigned, including but not limited to:

• Assisting and collaborating with other Learning Department team members as needed
• Supporting company-wide learning and community initiatives and related communications, including Upbeat Live, Symphonies for Youth, and Symphonies for Schools
• Pre-concert and concert duty

Relationships:

Reports to:                 Senior Director, Learning and Operations

Supervises: None

Interacts with:

• Vice President, Learning

• Learning Department staff

• YOLA hub leadership, Program Managers, and teaching artists

• Digital, Marketing, and Public Relations

• Finance

• Human Resources and Legal

• Production and Artistic Planning

• Community partners

• Other LAPA staff as needed

Position Expectations:

• The Department Coordinator, Learning is an important member of the Learning team and is central to the smooth functioning of department systems, contracts, calendars, and communications
• The Department Coordinator, Learning is expected to be an active and participatory member of the Learning team and to engage with major events for the department
• The Department Coordinator, Learning will have excellent communication skills, with attention to detail, a strong sense of empathy, and a proactive, curious nature
• The Department Coordinator, Learning will continuously look for ways to improve the operational logistics of Learning programs and the experiences of staff, partners, families, students, and audiences

Position 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 (Instagram, LinkedIn) and basic content coordination; experience with a digital asset management system is a plus
• Strong organizational skills, attention to detail, and time management, with the ability to prioritize and manage multiple deadlines
• Excellent written and verbal communication skills; impeccable customer service
• Professionally proficient computer skills; Microsoft Office suite and SharePoint required. Knowledge of the following platforms is a plus: Salesforce or other CRM, Monday.com, Concord, Acceptd, Slack, and Zoom
• Positive and flexible attitude; works well on a team and in a fast-paced, multi-tasking environment
• Passion for and ability to work with diverse personalities and populations; commitment to improving and promoting equity, diversity, and inclusion practices in all aspects of the work
• Appreciation for and knowledge of music (orchestral and/or choral) is a plus
• Spanish language proficiency is a plus
• Local travel, as well as occasional evening and weekend availability