Program Coordinator

Louisville Ballet; Gaithersburg, Northern (MD, KY); Hybrid; USD 50,000 - 54,000; Full time

Benefits offered by this job

Annual leave

Travel reimbursement (IRS mileage)

Health insurance reimbursement

SIMPLE IRA retirement plan

Job summary

Louisville Ballet is seeking a program coordinator to support live virtual and in-person multidisciplinary arts workshops for older adults and caregivers, working with trained teaching artists. The role involves program logistics, documentation, and outreach in a nonprofit arts setting, with activities Monday–Friday 9:00 a.m. to 5:00 p.m.

in Gaithersburg, MD, and occasional travel. Hybrid telework and office presence at Launch Workplaces is described; benefits include leave, travel

Qualifications

• Bachelor’s degree or equivalent professional experience in arts, healthcare, social services, or related field.
• 1+ years of program coordination or administrative experience.
• Interest in working with older adults and caregivers, and related agencies and providers.
• Self-motivated, eager to learn, and willing to take on new challenges.
• Strong interpersonal, listening, cross-cultural, and relationship-building skills.
• Demonstrated writing and editing skills.
• Strong proficiency with Microsoft Office Suite (Excel) and digital communication tools.
• Access to a car for occasional travel to in‑person program sites in Greater DC, especially Montgomery County, MD.

Responsibilities

• Coordinate the scheduling, planning, and delivery of live virtual and in‑person multidisciplinary arts workshops, ensuring alignment with the strategic plan.
• Host and provide technical support for all virtual programs.
• Support the planning and execution of programs, special projects, exhibitions, heART Kits, and open houses.
• Maintain accurate and up-to-date program data, including client files, teaching artist resources, stakeholder evaluations, and program statistics.
• Organize and archive program documentation to support evaluation, reporting, and storytelling (i.e., video and photo archive management, testimonial database, and teaching artist stories).
• Track project timelines, deliverables, and milestones for ongoing and special initiatives.
• Support the administration of special projects, collaborating with internal and external stakeholders to ensure successful outcomes.
• Draft and distribute program‑related communications such as workshop descriptions, SMS messaging, flyers, and informational materials.
• Field, respond to, and document general inquiries from the public, prospective teaching artists, prospective clients, and prospective community partners, ensuring timely communication and escalating to directors as needed.

Skills

Interpersonal skills

Writing and editing

Self-motivation

Cross-cultural communication

Education

Bachelor’s degree or equivalent

Tools

Microsoft Excel

Digital communication tools

Job description

Position Overview

This position is ideal for those interested in supporting the fields of arts in health and learning about non‑profit arts administration. The program coordinator provides programming and logistical support for the creation of live virtual and in‑person multidisciplinary, participatory, and inclusive arts programs led by trained teaching artists with older adults and caregivers. Workshops take place Monday through Friday between 9:00 a.m. and 5:00 p.m. This position is required to attend intermittent in‑person and online team meetings, including at our co‑working space in Gaithersburg, MD.

Compensation & Benefits

Full-time salary range: $50,000 - $54,000 commensurate with experience. Benefits include annual leave (vacation, sick, personal leave), business travel reimbursement at IRS mileage rates, health insurance plan reimbursement, and after one year matching retirement plan (SIMPLE IRA).

Arts for the Aging

Arts for the Aging is a 501(c)(3) nonprofit recognized nationally for its best practices, program design, and outcomes. The organization’s mission engages regular arts participation to improve physical, cognitive, and emotional health. It connects older adults and caregivers with arts experiences and equips professional artists with curricula, training, and skills to ignite self-expression and social connection vital to healthy aging and caregiving. We imagine a world where participatory arts programming is accessible to all older adults and caregivers and becomes a standard model in healthcare.

Responsibilities

Program Logistics

• Coordinate the scheduling, planning, and delivery of live virtual and in‑person multidisciplinary arts workshops, ensuring alignment with the strategic plan.
• Host and provide technical support for all virtual programs.
• Support the planning and execution of programs, special projects, exhibitions, heART Kits, and open houses.

Program Documentation

• Maintain accurate and up-to-date program data, including client files, teaching artist resources, stakeholder evaluations, and program statistics.
• Organize and archive program documentation to support evaluation, reporting, and storytelling (i.e., video and photo archive management, testimonial database, and teaching artist stories).

Project Management

• Track project timelines, deliverables, and milestones for ongoing and special initiatives.
• Support the administration of special projects, collaborating with internal and external stakeholders to ensure successful outcomes.

Communications & Outreach

• Draft and distribute program‑related communications such as workshop descriptions, SMS messaging, flyers, and informational materials.
• Field, respond to, and document general inquiries from the public, prospective teaching artists, prospective clients, and prospective community partners, ensuring timely communication and escalating to directors as needed.

Minimum Qualifications & Skills

• Bachelor’s degree or equivalent professional experience in the arts, healthcare, social services, or related field of discipline.
• One or more years of program coordination or administrative experience.
• Interest in working with older adults and caregivers, and related agencies and providers.
• Self‑motivated, eager to learn, and willing to take on new challenges.
• Strong interpersonal, listening, cross‑cultural, and relationship‑building skills.
• Demonstrated writing and editing skills.
• Strong proficiency with Microsoft Office Suite (Excel) and digital communication tools.
• Access to a car for occasional travel to in‑person program sites in Greater DC, especially Montgomery County, MD, some of which are not accessible via public transportation.

Preferred Qualifications

• Experienced in project management tools and best practices.
• Skilled in streamlining workflows and automating administrative systems.

ADA Specifications

Arts for the Aging operates on a hybrid telework and office schedule. The organization’s administrative headquarters is housed in Gaithersburg, MD, in a dynamic shared office space at Launch Workplaces. This role is primarily sedentary, with occasional travel to the office, special events, and partner sites. This role may require the ability to occasionally lift items weighing up to 25 pounds and transport them to another location. Arts for the Aging is an equal opportunity employer and values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability, or other protected class status. The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.