Program Coordinator, Long Term Partnership

Studio in a School; New York (NY); On-site; USD 54,000 - 66,000; Full time

Benefits offered by this job

Generous paid time off

Medical/Dental/Vision/Life/Disability

Pre-tax FSAs and Commuter Benefits

403b Retirement Plan

Aflac Supplemental Benefits

Employee Assistance Program

Job summary

Studio in a School seeks a dedicated, organized Program Coordinator to oversee long-term partnerships and provide administrative support for NYC schools and Artist Instructors. The role involves data tracking, scheduling, site coordination, and cross-team collaboration.

The position is full-time, non-exempt, union-represented, and located in New York with a hybrid schedule. A bachelor’s degree in visual arts or education and strong software skills are preferred.

Qualifications

• Bachelor’s degree in Visual Art, Art Education, Art History, or a relevant field is preferred.
• Minimum of one year of related work experience, including experience communicating and working with multiple vendors, partners, and/or stakeholders.
• Experience in art education, nonprofit organization or related role is preferred.
• High proficiency in using Microsoft and Google Suites required. Salesforce a plus.

Responsibilities

• Data Tracking and Maintenance: generate, collect, track, and process records for Artists and program partners in five boroughs.
• Maintain and update tracking systems/database (Excel and Access) that tracks all program information.
• Supplies: process art supply orders, track budgets, assist Artists with supply options, source resources.
• Scheduling and Timesheets: track Artist time, approve timesheets, support timesheet system, schedule program components.
• Site Coordination: attend start up meetings, write/manage correspondence, handle high volume communications, conduct site visits.
• Internal: support Artist Training, organize and edit planning materials, compile statistics, draft language for outreach and reporting.
• Attend networking/community events; other projects as assigned.

Skills

Microsoft Office

Google Suites

Communication

Education

Bachelor’s degree in Visual Art, Art Education, Art History, or related field

Tools

Salesforce

Job description

Full Time Clerical Studio in a School Association New York, NY, US

9 days ago Requisition ID: 1042

Salary: $60,000.00 Annually

Studio in a School (Studio) seeks a dedicated, organized, collaborative administrator with an interest in art education to join our team as the Program Coordinator in Long Term Partnerships (LT). The Program Coordinator will provide administrative, logistical, and clerical support for Studio’s in-depth, multi-year partnership programs with schools throughout New York City, serving as a liaison between Studio and its educational partners and Artist Instructors. The Program Coordinator will work closely with the program team, the administration team, as well as outside consultants and program partners. The Program Coordinator will join a passionate, talented team in a dynamic and well-respected art education organization while acquiring knowledge about art educationand program design and implementation.

The Program Coordinator is a non-exempt, full-time position reporting to the Senior Director, Programs who oversees Long Term Partnerships. This position will be expected to become a member of United Autoworkers Union Local 2110.

Studio in a School fosters the creative and intellectual development of young people through quality visual arts programs, directed by professional Artist Instructors, arts and cultural internships, and apprentice-based learning in the arts. The organization also collaborates with and develops the capacity of classroom teachers, school leadership, and others who provide or support arts programming and creative development for young people both in and outside of schools.

About the Long Term Program

The Long Term Program (LT) provides sequential, multi-grade art instruction for five consecutive years with an Artist Instructor, a dedicated art studio in each school, and a full supply of high-quality art materials. Students receive comprehensive visual arts experiences that encourage them to explore their imaginations and develop the Artist Habits of Mind. Our approach prioritizes collaboration as we foster strong partnerships with school administrators, teachers, and partners, as well as offer professional learning for teachers and workshops for families. Each school year culminates with an exhibition displaying artworks from all participating students to celebrate their artistic accomplishments. The Long Term Program’s portfolio also includes Year Long PreK/K Program, CASA partnerships and related fee for service programs.

Primary Duties and Responsibilities

• Data Tracking and Maintenance:
• Meticulously generate, collect, track, monitor, update, and process records, information, and paperwork for Artists and program partners in all five boroughs (e.g., timesheets, renewal forms, contracts, art supplies, program planning, documentation, and evaluation tools, budgets, invoices, reimbursements, student rosters, etc.).
• Maintain and update tracking systems/database (currently excel and Microsoft Access) that tracks all program information, including service dates.
• Supplies:
  • Process art supply orders, track budgets, and assist Artists with navigating supply options, including but not limited to checking supply safety information
  • Work with Senior Director and other coordinators to source and compile supply resources.
• Scheduling and Timesheets
  • Track Artist time, approve biweekly Artist timesheets, and provide support for the timesheet system.
  • Assist in scheduling program components including teaching days, start up, planning and check-in meetings, trips, workshops, and other meetings for Long Term Partnerships.
• Site Coordination:
• Attend Start Up Meetings as schedule permits, taking notes and coordinating next steps as needed.
• Write and manage correspondence to Artists and sites, including mailings, invitations, fliers, requests, and reminders.
• Handle high volume of communication (emails, phone calls, text messages, etc.) from internal staff and external partners.
• Conduct periodic visits to partnership sites.
• Internal:
• Support ongoing program specific Artist Training, including scheduling, outreach, and preparing materials and resources
• Organize, edit, and format program specific planning, documentation, curriculum, and evaluation tools and resources.
• Compile statistics, draft language, and generate presentations for outreach, fundraising, and reporting.
• Assist with design, implementation, and analysis of results of authentic program assessments, using those results as a tool for program improvement.
• Attend networking/community events, as necessary.
• Other projects and tasks as assigned.

Desired Skills and Background

Education and Experience

• Bachelor’s degree in Visual Art, Art Education, Art History, or a relevant field is preferred.
• Minimum of one year of related work experience, including experience communicating and working with multiple vendors, partners, and/or stakeholders.
• Experience in art education, nonprofit organization or related role is preferred.
• High proficiency in using Microsoft and Google Suites required. Experience with Salesforce a plus.

Personal Qualities and Habits of Work

• Commitment to the mission of Studio in a School
• Extremely organized, attentive to detail, and able to work independently and effectively while juggling multiple tasks.
• Strong writing and editing skills.
• Strong ability to set up efficient systems and processes to track various aspects of the program.
• Strong work ethic with an appreciation for deadlines. Project management skills and follow-through.
• Self-motivation, assertiveness, positive demeanor, and willingness and ability to work in a collaborative team environment.
• Excellent interpersonal and written communication skills and a pleasant phone demeanor.
• Willingness to persistently communicate via email, phone, text, etc.
• Ability and willingness to work occasional early mornings or evenings to support school partners and assist with trainings and events.
• NYC Public Schools Fingerprint and Background Check Clearance upon employment.

Location

• We are currently working on a hybrid schedule. The Program Coordinator will be required to work at least 2 days per week in our office at 75 West End Avenue, New York, NY, and/or in the field at our partnership sites, though this schedule may shift and evolve.

Hours

• As a member of the administrative staff, the Program Coordinator is expected to work from 9 AM to 5 PM each workday. Any schedule shift request must be requested in advance and receive approval from the supervisor.
• Generous paid time off, Medical/Dental/Vision/Life/Disability Insurance, Pre-tax Flexible Spending Accounts (FSAs) and Commuter Benefits, 403b Retirement Plan, Aflac Supplemental Benefits, and Employee Assistance Program (EAP).

Pay Rate

• Set pursuant to the union contract, the annual salary for this position is $60,000.

Studio in a School is an equal opportunity employer and seeks to hire staff members who reflect the diversity of the communities we serve. All positions at Studio in a School are filled without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity or expression, disability, employment status, HIV/AIDS status, veteran status or any other characteristic protected by law. All are encouraged to apply.