Program Coordinator

Create CA; Pasadena (CA); Hybrid; USD 52,000 - 68,000; Full time

Benefits offered by this job

Medical, dental and vision

401(k) with 5% match

Sick, vacation and holiday pay

Professional development stipend

Job summary

Create CA seeks a highly organized, detail-oriented Program Coordinator to provide core support to its statewide advocacy capacity-building, youth engagement, and public will programs. This role helps ensure programs are communicated, documented, organized, data-informed, and accessible to advance the mission.

The Coordinator will manage program data and evaluation systems, coordinate resource development, provide administrative and facilitation support for webinars and events, and assist with

Qualifications

• 2–4 years of experience in program coordination, nonprofit administration, education, advocacy, arts education, community engagement, youth programming, evaluation, or related work.
• Strong commitment to Create CA's mission of advancing equitable access to high-quality arts education for all California students.
• Demonstrated ability to manage details, timelines, calendars, trackers, and multiple projects at once.
• Strong writing, editing, and communication skills, including the ability to draft clear, accessible materials for different audiences.
• Comfort working in a collaborative, fast-moving, hybrid team environment.

Responsibilities

• Support planning and execution of program webinars, workshops, trainings, meetings, and partner convenings, including scheduling, registration, promotion, attendance tracking, accessibility needs, and follow-up communications.
• Prepare agendas, slide decks, participant lists, facilitation materials, speaker agreements, and invoices in collaboration with the Program Team.
• Attend meetings and webinars to take notes and track decisions and action items; maintain trackers and post-meeting summaries.
• Coordinate development and updates to program resources (templates, guides, handouts, etc) based on participant feedback, evaluation results, and policy priorities.
• Organize program calendars, records, recordings, and materials, including resource files, in shared folders.

Skills

Attention to detail

Time management

Written communication

Collaboration

Hybrid work adaptability

Tools

Google Workspace

Zoom

Asana

Trello

Airtable

Monday.com

CRM/Email platforms

Survey tools

Job description

Benefits:

Medical, dental and vision; 401(k) participation and 5% company match; sick, vacation and holiday pay; professional development stipend.

Position Summary

Create CA seeks a highly organized, detail-oriented, and collaborative Program Coordinator to provide core support to Create CA’s programs. This position plays a central role in strengthening the administrative infrastructure, data, resources, and communications needed to advance Create CA’s statewide advocacy capacity-building, youth engagement, and public will programs.

The Program Coordinator helps ensure that Create CA’s programs are effectively communicated and promoted, well-documented, well-organized, data-informed, and accessible, and that they advance our mission and strategic plan. This position supports the Program Team by managing program data and evaluation systems; coordinating the development and maintenance of program resources; providing administrative and facilitation support for webinars, meetings, and events; and assisting with program and advocacy communications.

This role is ideal for someone who enjoys building systems, tracking details, supporting collaborative projects, translating information into usable tools, and helping programs run smoothly behind the scenes, and who cares deeply about the arts, is interested in public policy, and is committed to increasing civic engagement in communities.

Key Responsibilities

Resource Development and Meeting Support — 50%

• Support planning and execution of program webinars, workshops, trainings, meetings, and partner convenings, including scheduling, registration, promotion, attendance tracking, accessibility needs, and follow-up communications.
• Prepare agendas, slide decks, participant lists, facilitation materials, speaker agreements, and invoices in collaboration with the Program Team.
• Attend meetings and webinars to take notes and track decisions and action items; maintain trackers and post-meeting summaries.
• Coordinate development and updates to program resources (templates, guides, handouts, etc) based on participant feedback, evaluation results, and policy priorities.
• Organize program calendars, records, recordings, and materials, including resource files, in shared folders.

Data and Evaluation Management — 25%

• Support data collection and evaluation across all programs and related activities.
• Help develop and manage surveys, post-event evaluations, and follow-up tools; compile and summarize results from surveys, focus groups, and participant feedback.
• Maintain program data systems, dashboards, and records, including participation, attendance, demographics, engagement, and outcomes.
• Prepare charts, summaries, and reports to support program planning, Board updates, funder reports, and annual impact reporting.

Program and Advocacy Communications Support — 20%

• Draft program and advocacy communications for review, including program updates, newsletter blurbs, event descriptions, outreach emails, registration copy, and advocacy action summaries.
• Collect and organize program participant testimonials, local advocacy wins, photos, and data to support Public Will campaigns, funder reports, and impact storytelling.
• Support the Program Team in preparing clear, plain-language advocacy materials, talking points, and partner-facing communications.
• Coordinate with the Communications team on design, branding, formatting, and distribution of resources and program materials.
• Support event and meeting documentation by capturing photos and video and posting event-related content to Create CA’s social media channels.

General Program Team Support — 5%

• Provide direct support to the Program Team on priority projects, timelines, and internal coordination.
• Help identify process improvements across program administration, data systems, resource development, and communications workflows.
• Represent Create CA professionally with partners, youth, advocates, educators, consultants, vendors, and the public.
• Participate in staff meetings, retreats, trainings, and organizational planning as needed, including occasional in-person events or convenings in California.

Qualifications

Required Experience and Knowledge

• 2–4 years of experience in program coordination, nonprofit administration, education, advocacy, arts education, community engagement, youth programming, evaluation, or related work - including supporting meetings, webinars, trainings, or events, and collecting, organizing, and summarizing data.
• Strong commitment to Create CA's mission of advancing equitable access to high-quality arts education for all California students.
• Demonstrated ability to manage details, timelines, calendars, trackers, and multiple projects at once.
• Strong writing, editing, and communication skills, including the ability to draft clear, accessible materials for different audiences.
• Comfort working in a collaborative, fast-moving, hybrid team environment.
• Ability to take direction, ask clarifying questions, manage follow-up, and work independently after priorities are set.
• Valid California driver’s license and the ability to commute to the home office weekly and travel to meetings and events.

Preferred Experience

• Experience with arts education, public education, youth or community-centered programs, advocacy, or community organizing.
• Experience supporting surveys, focus groups, evaluation reports, or dashboards.
• Experience preparing materials for advocacy campaigns, public programs, or partner networks.
• Familiarity with relevant tools such as Google Workspace (Docs, Sheets, Slides, Drive, Forms, Calendar, Classroom), Zoom or similar webinar platforms, project management tools (Asana, Trello, Airtable, Monday), CRM/email platforms (Neon, Mailchimp, EveryAction), or survey tools (Google Forms, SurveyMonkey, Typeform).

Working Conditions

• This is a full-time, non-exempt position.
• Hybrid, with weekly in-person attendance at our Pasadena office required.
• Occasional statewide travel may be required for trainings, convenings, retreats, or program events.
• Some evening or weekend availability may be needed occasionally.
• Requires regular computer use, participation in virtual meetings, and coordination across remote and in-person teams.
• Duties require occasional lifting of up to 20 lbs

Equal Opportunity Employer

Create CA is an Equal Opportunity Employer. Create CA seeks diversity and does not discriminate based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military or veteran status or any other basis protected by law.

The statements in this description represent typical elements, criteria, and general work performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the job.