Learning Programs & Contracts Coordinator

Los Angeles Philharmonic Association; Los Angeles (CA); On-site; USD 34,000 - 49,000; Part time

Job summary

The Department Coordinator, Learning at the Los Angeles Philharmonic Association supports day‑to‑day operations of the Learning Department, including YOLA sites, and collaborates with senior leaders to keep calendars, contracts, and communications moving smoothly.

This role emphasizes detail, strong team collaboration, and professional communications as Learning programs engage youth and community partners across Los Angeles.

Qualifications

• 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

Responsibilities

• 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
• 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 & Operations
• 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
• 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 & 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
• 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
• 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

Skills

Administrative coordination

Calendar management

Communication

Customer service

Attention to detail

Spanish language proficiency

Education

Undergraduate degree or equivalent experience

Tools

Concord

SharePoint

Microsoft Office

Salesforce / CRM

Monday.com

Acceptd

Slack

Zoom

Job description

The Department Coordinator, Learning at the Los Angeles Philharmonic Association supports day‑to‑day operations of the Learning Department, including YOLA sites, and collaborates with senior leaders to keep calendars, contracts, and communications moving smoothly.

This role emphasizes detail, strong team collaboration, and professional communications as Learning programs engage youth and community partners across Los Angeles.