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