Education Operations Coordinator

Apollo Theater Foundation, Inc.; New York (NY); On-site; USD 58,000 - 60,000; Full time

Job summary

A education operations coordinator at Apollo Theater Foundation, Inc. will organize and maintain systems, records, and data for the Education Department, supporting the Senior Director and handling inquiries regarding Apollo Education programs.

This role requires discretion and strong organizational skills in a fast-paced environment. Responsibilities include data management in CRMs and spreadsheets, coordinating meetings and events, and ensuring accurate monthly reporting and compliance for

Qualifications

• Bachelor's degree and at least 3 years in a professional office setting.
• Experience in administrative, operations, or data coordination roles.
• Excellent organizing and time management with ability to prioritize.
• Strong attention to detail and math skills; comfortable with spreadsheets/databases.
• CRM experience is a plus; strong discretion with confidential information.

Responsibilities

• Oversee Education resources, equipment documentation, and loans.
• Handle Education emails, voice messages, and inquiries.
• Organize Education staff meetings, agendas, and notes.
• Process orders for materials and hospitality; manage calendars.
• Maintain CRM/databases; coordinate monthly reporting for leadership.
• Ensure confidentiality and compliant handling of sensitive records.

Skills

Organizational skills

Attention to detail

Communication skills

Discretion and confidentiality

Multitasking

Problem solving

Teamwork

Education

Bachelor's degree

Tools

Microsoft Office 365

Excel

Google Sheets

CRM

Zoom

Microsoft Teams

Google Meet

Project management tools

Job description

Job Title: Education Operations Coordinator

Department: Education

Reports To: Senior Director of Learning and Engagement

FLSA Status: Non-Exempt, Full Time

Compensation: $58,000-$60,000

Organization

The Apollo is an American and global cultural and creative catalyst, dedicated to amplifying Black artistic excellence, innovation, and community through transformative performances, education, and advocacy.

Apollo Education

The Apollo's Education Department engages audiences of all ages through a variety of programs and events. These include workshops and residencies, performances, and distance learning for K-12 audiences; career and youth development through the Apollo Theater Academy; and events dedicated to deepening the understanding of the arts and cultural contributions of peoples of the African diaspora. As the Apollo is a world-renowned stage, our programs frequently link to the Theater's larger initiatives including performances, festivals, and the Apollo New Works series. With the addition of two new black box theaters in 2022, our education programs are poised for an exciting period of growth and expansion.

Position Summary

The Education OperationsAdministrator supports the overall initiatives of the Apollo's Education Department by organizing and maintaining the systems, records, and data that keep daily administrative functions running smoothly. The Coordinator provides direct support and works closely with the Senior Director of Learning and Engagement and is often in the first line of communication for customer inquiries regarding Apollo Education programs. Because this role has access to sensitive information — including participants, financial, and contractual records — discretion, reliability, and sound judgment are just as important as technical and organizational skills. The Coordinator performs other duties as assigned in order to support the successful delivery of overall Education programs and services.

Essential Role and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Program & Administrative Support

• Oversight of Education resources; equipment documentation and loans.
• Attends to Apollo Education e-mail messages and voice messages; responds to email and website inquiries.
• Organizes Education staff meetings, agendas, and notes.
• Assists with orders for general and programmatic materials, supplies, and hospitality.
• Creates and maintains detailed calendars and schedules of departmental activities.
• Oversees registration and payments for select public-facing Education projects and events; organizes and maintains collateral materials.
• Serves as a first point of contact for day-to-day operational intra and inter departmental communications and customer questions.
• Manages vendor relationships and office/program logistics.
• Supports the Senior Director administratively.

Data Management & Reporting

• Maintains and updates core systems of record (CRM, spreadsheets, participant/customer databases) following established formats and standards.
• Enters, organizes, and cleans data to keep departmental records accurate and consistent; identify and flags data quality issues.
• Collects and updates statistics and maintains various departmental databases.
• Maintains lists of program participants, updating as needed.
• Coordinates monthly reporting of statistical and financial information from Education program areas; builds and distributes recurring reports for leadership.
• Ensure documentation of events and highlight reports.

Compliance & Confidentiality

• Maintains confidential records including contracts, participant data, personnel-related files, and financial trackers with appropriate discretion.
• Follows data privacy and confidentiality protocols for sensitive information.
• Maintains organized, audit-ready filing systems, including sensitive documents.
• Tracks compliance deadlines such as renewals, filings, and certifications relevant to Education programs.

What Success Looks Like

• Education program data is accurate, current, and trusted across the team.
• Leadership and the senior Director of Learning and Engagement receive clear, timely reports without having to chase information.
• Program registration, onboarding, and day-to-day logistics run smoothly with minimal friction.
• Sensitive information is handled with consistent care and confidentiality.

Qualifications

• Bachelor's degree plus 3 years minimum experience working in a professional office setting, preferably in an arts/cultural institution.
• Prior experience in an administrative, operations, or data coordination role.
• Excellent organizing and management skills; flexibility and reliability to meet deadlines with a strong ability to prioritize and follow up.
• Strong attention to detail and excellent math skills.
• Comfort working with spreadsheets/databases (Excel, Google Sheets, or similar); CRM experience a plus.
• Excellent judgment and discretion when handling sensitive or confidential information.
• Exceptional written and oral communication skills; ability to interact with a wide range of personalities and maintain a diplomatic posture.
• Ability to work independently and manage multiple priorities in a fast-moving team environment.

Software & Platforms

Knowledge of and experience using the following software and platforms is necessary:

• Microsoft Office 365
• Virtual conferencing platforms: Zoom, Microsoft Teams, Google Meet
• Team and project management applications
• Databases, electronic forms, and online billing systems

Competencies

• Analytical
• Customer Service
• Interpersonal
• Oral & Written Communication
• Problem Solving
• Quality Control
• Team Work
• Discretion & Confidentiality

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

The Apollo Theater Foundation, Inc. is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, citizenship or immigration status, pregnancy, disability, age, military or veteran status, marital status, genetic information, or any other characteristic protected under federal, New York State, or New York City law.