Program Assistant

Title: Program Assistant

Reports to: Program Manager

Receives project-based supervision and direction from: Program Research & Evaluation Officer

Supervises: None

Location: Los Angeles, CA

Travel: No travel is expected for this position.

MISSION STATEMENT

Mr. Holland’s Opus Foundation keeps music alive in our schools by providing vital support services to school districts, and musical instruments to underfunded music programs nationwide, giving under-represented youth access to the many benefits of music education, leading them to success in school, and inspiring creativity and expression through playing music.

GENERAL SUMMARY

The PROGRAM ASSISTANT supports the day-to-day administration and implementation of Mr. Holland’s Opus Foundation’s national programs, with primary responsibility for operational support, documentation, communication, scheduling, and workflow coordination across the Program Department.

This position will focus primarily on Musical Instrument Grants, supporting grant processing, fulfillment, school and vendor communication, documentation, and follow-up. The position will also provide substantial support for the Foundation’s school district services, including our arts education insights and data work, through project setup, scheduling, survey logistics, document organization, deliverable preparation, and administrative follow-up.

Specific duties and priorities may shift based on program/project timelines, seasonal workload, and organizational needs.

PRIMARY RESPONSIBILITIES

Musical Instrument Grants Support

• Support the full musical instrument grant workflow, including application preparation, school vetting support, grant documentation, award fulfillment, delivery tracking, and post-award follow-up.
• Maintain accurate grant records, including application materials, instrument lists, purchase documentation,school confirmations, recipient information, fulfillment status, and related program data.
• Communicate with teachers, school staff, vendors, and internal team members to gather information, confirm details, support timely processing, and resolve routine follow-up needs.
• Coordinate with finance staff to support purchase orders, invoices, expense documentation, and related administrative records.
• Support post-grant communications and impact documentation, including surveys, check-ins, thank-you materials, photos, quotes, stories, and related follow-up.
• Support Music Rising response efforts when activated by assisting with disaster-related research, outreach, intake coordination, and organization of inquiry materials before requests move through the standard instrument grant process.

Music and Arts Education District Support Services (MEDSS®) Support

• Support MEDSS project setup and administration, including onboarding materials, shared folders, timelines, task lists, district documents, and communication records.
• Coordinate MEDSS scheduling and logistics for meetings, survey windows, reminder communications, presentations, and post-assessment follow-up.
• Support teacher survey administration under the guidance of program and data staff, including communication preparation, deployment, reminders, tracking, and related documentation.
• Assist with the organization, formatting, proofing, and preparation of MEDSS reports, appendices, presentation decks, delivery folders, and related district-facing materials.
• Maintain organized MEDSS project records and assist with administrative follow-up throughout the assessmentprocess.

Program Department Operations and Administration

• Support department-wide scheduling, meeting preparation, follow-up documentation, shared files, contact lists, tracking tools, and administrative records.
• Monitor general program inquiries and route them to the appropriate staff member.
• Process expense reports, invoices, and administrative documents in coordination with the finance department.
• Support improvements to program templates, checklists, tracking tools, and administrative workflows.
• Provide administrative support for Holland’s Heroes of Arts Education and other program initiatives as assigned.

Other duties as assigned.

QUALIFICATIONS

• Passionate about the mission of Mr. Holland’s Opus Foundation.
• Relevant experience in administration, nonprofit programs, education, arts education, or related work; bachelor’s degree preferred.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks, records, workflows, and deadlines.
• Strong written and verbal communication skills, with the ability to communicate professionally with educators, school staff, vendors, and internal colleagues.
• Ability to work collaboratively across a team while also completing independent tasks accurately and on time.
• Strong problem-solving skills, sound judgment, and ability to follow through on details in a fast-paced environment.
• Ability to handle sensitive school, district, applicant, and organizational information with care and
• professionalism.
• Proficiency with Google Workspace, especially Google Docs and Google Sheets.
• Comfort learning and using databases, CRM systems, shared document systems, project management tools, and other program tracking systems.
• Knowledge of or experience with musical instruments, school music and/or arts education programs,
• Submittable, or CRM systems is a plus, but not required.

SALARY, HOURS, AND BENEFITS

• Salary Range: $45,000–$50,000, depending on relevant experience.
• Hours: Full time, non-exempt, 40 hours/week.
• Excellent benefits: Full-time employees are eligible for paid time off, sick leave, and paid holidays. Medical, dental, and vision insurance is offered with 80% of the insurance premium covered by the employer.
• New employees are eligible to participate in a 403(b) plan immediately, with employer matching effective from the date of hire
• Employee bonus policy in place.

Qualified candidates should submit a cover letter, resume, and three (3) professional references to [email protected]. No phone calls, please.