Coordinator, Education Programs

The Coordinator, Education Programs provides administrative, customer service and event support related to Segerstrom Center’s education programs, including but not limited to the following primary programs: Cassin Promise, Internships, and Summer at the Center, with additional programmatic support to the Beckman Arts & Science Festival, and other programmatic events that are facilitated on-site at Segerstrom Center for the Arts and in schools and the community. The Coordinator, Education Programs is responsible for supporting the coordination of art education experiences on-site, at schools and community partner sites, processing payments, administering contracts and agreements, creating schedules, generating and verifying reports, updating internal department records, in addition to providing support to the full education team in alignment with departmental goals and objectives. This opportunity is full-time, 40 hours per week.

Job Duties

• Provide excellent customer service, communication and administrative support for the Center’s on-site Education programs including but not limited to the following primary programs: Cassin Promise, Internships and Summer at the Center, with additional programmatic support to the Beckman Arts & Science Festival, and other programmatic events as assigned.

• Monitor Education calendar and scheduling for internal team needs.

• Database entry and record-keeping.

• Program data tracking and reporting.

• Orders, maintains, and replenishes team and program supplies as needed.

• Provide meeting prep support including scheduling, materials, and follow up needs.

• Provide event support for Internships, summer camps, Cassin Promise on-site events, and other education programs as assigned.

• Provide weekly administrative support to the Cassin Promise program by:

o Preparing and sending annual partner proposals

o Scheduling teaching artists for workshops and residencies and coordinating artist contracts

o Preparing and distributing booking agreements to teaching artists and partner organizations

o Sending booking confirmations, reminders, and other communications to teaching artists and partners

o Distributing, collecting, and tracking participant surveys and other program feedback

o Reviewing and compiling survey data and reporting findings to the Senior Manager, Education Programs

o Preparing and distributing teaching artist invoices and submitting invoices for payment

o Coordinating, ordering, and delivering program supplies to partner sites as needed

o Coordinating and tracking annual teaching artist contracts, fingerprinting/Live Scan, and other required partner-specific clearances and requirements

o Observing Cassin Promise workshops and residencies at off-site partner locations and documenting observations and feedback on program effectiveness and teaching artist delivery for the Senior Manager, Education Programs

o Monitoring and responding to inquiries through the Cassin Promise inbox and phone line

o Planning and facilitating Cassin Broadway Nights, backstage tours, and other program-related experiences

• Provide regular administrative and logistical support to the Internship Program, including:

o Creating, updating, and managing internship application forms

o Posting internship opportunities on job boards and the Segerstrom Center website

o Receiving, logging, organizing, and maintaining internship applications

o Collecting and verifying required internship paperwork and documentation

o Coordinating and scheduling intern orientation, professional development sessions, and other program activities

o Supporting and facilitating intern professional development sessions

o Sending regular program communications, updates, and reminders to interns

o Monitoring and responding to inquiries through the Internship Program inbox and phone line

o Coordinating intern onboarding and IT access requirements

• Support with facilitation of the scheduling, planning, implementation, invoicing, and evaluation for Segerstrom Center Cassin Promise programming, off-site partner visits, and on-site events, communicating directly with partners via telephone and e-mail.

• Monitor and track Cassin Promise program quality through survey evaluation forms, communication with partners, planning meetings, and off-site programming visits, in conjunction with Senior Manager, Education Programs.

• Expand/recruit/train additional necessary teaching artists, in conjunction with Senior Manager, Education Programs.

• Represent Segerstrom Center’s education programs on-site, at schools and community events.

• Exercise discretion and maintain confidentiality in carrying out responsibilities.

• Being present before, during, and after department events; includes events occurring before and after traditional work hours and/or on weekends. Flexibility in work hours is a necessity for the Segerstrom Center’s education and community work.

• Additional administrative support for education programs as assigned.

• • Other duties may be assigned in support of departmental goals.

• Bachelor’s degree preferred or equivalent work experience, with a practical understanding of K12 academic setting and arts administration desired.

• Experience working around or directly with high-risk young people, particularly teens, is preferred.

• Must be proficient in Microsoft Office suite, experience with Tessitura is a plus, comfortable in a professional office setting using available computer technology, with an ability for learning new software.

• Punctuality and availability to work a flexible schedule including early mornings, evenings, weekends, and holidays, as needed.

• A valid California driver license with appropriate state-required insurance coverage.

• Reliable form of transportation for off-site events, visits, and meetings.

• Reliable high-speed internet connection in home environment for occasional remote work.

Competencies

• Strong intra/interpersonal skills and an authentic, collaborative approach to develop and maintain internal and external relationships.
• Professional written and verbal communication skills.
• Ability to regularly problem-solve and negotiate with tact and diplomacy.
• Ability to work on multiple projects at once in a fast-paced environment.\
• A dedicated team player with strong attention to detail
• The ability to organize and work independently with a minimum of supervision in accordance with established procedures.
• The ability to focus for prolonged periods of time, to remain alert and cognizant of duties and responsibilities, and to remain accountable for assigned duties.
• Ability to interpret and operationalize organizational and professional policies.

Physical Demands

• Frequently perform desk-based computer tasks, use telephone, and write by hand
• Possess manual dexterity to finger, handle, and feel
• Regularly walk in the performance of duties
• Frequently stand, reach, stoop, kneel and crouch
• Ability to speak clearly with sufficient hearing to communicate effectively

Work Conditions

• Occasional exposure to outside weather conditions
• Office setting with normal noise level in the work environment but can fluctuate depending on scheduled events. Workspace is well-lit, and temperature-controlled
• Occasionally lift and move up to 30 pounds
• Regular visits to off site locations within the Orange County/Southern California area

Compensation

• 403B with match after probationary period
• Core Benefits & Supplemental Benefits
• Time Off (Vacation, Sick, Personal, Company Holidays, Early Release)
• Compensation Range: $22.00 - $24.75 per hour

EEO-1 Statement: Segerstrom is an equal opportunity employer to all, regardless of age, ancestry, association with a member of a protected class, bereavement leave, color, disability (physical, intellectual/developmental, or mental health/psychiatric.), exercising the right to family care and medical leave related to serious health condition of employee or family member, child bonding, or military exigencies, engaging in protected activity, gender identity or expression, genetic information or characteristic, marital status, medical condition (cancer or genetic characteristic), military and veteran status, national origin (includes language restrictions), pregnancy, childbirth, breastfeeding, or related medical conditions, Pregnancy Disability Leave (PDL), race (includes hairstyle and hair texture, religious creed (includes dress and grooming practices), reproductive health decision making, sex/gender, and sexual orientation.