Program Coordinator, Residency Programs

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

Job summary

Studio in a School seeks a Program Coordinator in Residency Programs to provide administrative and logistical support for art education residencies in NYC public schools. The role collaborates with the Director and Managers, Artist Instructors, and program sites to ensure smooth program operations.

The ideal candidate is organized, detail-oriented, and able to multitask in a mission-driven nonprofit setting, with a commitment to equity in arts education and strong communication skills.

Qualifications

• Bachelor’s degree preferred.
• Minimum of one year of related work experience with vendors, partners, or stakeholders.
• Experience in art education, nonprofit org, or related role preferred.
• Familiarity with WordPress, Microsoft Office, Google Suites; Excel, Salesforce or Access preferred.

Responsibilities

• Data tracking and maintenance for artists and sites across five boroughs, including timesheets, contracts, budgets, and rosters.
• Maintain and update tracking systems and databases (Excel, Access) with service dates.
• Process art supply orders, track budgets, and assist artists with vendor options.
• Manage supply inventory at Studio’s office for artists.
• Track artist schedules, approve biweekly timesheets, and support the timesheet system.
• Write and manage correspondence to artists and sites; handle emails, calls, and texts.
• Field requests from schools for program information; conduct periodic site visits.
• Coordinate occasional departmental meetings and trainings; support events.
• Attend networking/community events as needed; handle other tasks as assigned.

Skills

Data tracking

Scheduling

Site coordination

Communication

Attention to detail

Education

Bachelor’s degree in Visual Art / Art Education / Art History

Tools

WordPress

Microsoft Office

Google Suites

Excel

Salesforce

Access

Job description

9 days ago Requisition ID: 1041

Salary: $60,000.00 Annually

Studio in a School (Studio) seeks a dedicated, organized, collaborative administrator with a strong interest in art education to join our team as the Program Coordinator in Residency Programs. The Program Coordinator will provide administrative, logistical, and clerical support for programs, trainings, and new initiatives within Residency Programs.

The Program Coordinator works closely with the Director, Residency Programs; the Manager, Residency Programs, and the rest of the program team, as well as Artist Instructors (Artists) and program sites. The Program Coordinator will join a passionate, talented team in a dynamic and well-respected art education organization while acquiring knowledge about art education and program design and implementation.

The Program Coordinator will report to the Manager, Residency Programs. This position is a non-exempt, full-time position, and 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 Residency Programs

Studio in a School’s Residency Program places Artists Instructors in classrooms to bring high-quality art experiences to New York City public school students. Our approach focuses on exploration, discovery, critical thinking, and skill building to allow students to develop an authentic means of self-expression in visual art. Residency Programs offers customized programs and visual art curricula for all grades, from 3K through high school.

Primary Duties and Responsibilities

• Data Tracking and Maintenance:
  • Meticulously collect, monitor, track, update, and process records, information, and paperwork for Artists and program sites in all five boroughs (e.g., timesheets, contracts, art supplies, residency-related paperwork, budgets, invoices, site surveys, 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 vendor options.
  • Manage supply inventory system at Studio’s office for Artists.
• Scheduling and Timesheets:
  • Track Artist schedules, approve biweekly Artist timesheets, and provide support for the timesheet system.
• Site Coordination:
  • Write and manage correspondence to Artists and sites, including mailings, invitations, requests, and reminders.
  • Handle high volume of emails, phone calls, and text messages from Artists, sites, and other staff.
  • Field requests from schools for program-related information.
  • Conduct periodic site visits to schools to help ensure fidelity to program model.
• Internal:
  • Coordinate occasional departmental meetings and events, including trainings and sharing meetings.
• 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.
• Familiarity with WordPress, Microsoft Office, andGoogle Suites. Previous experience with Excel, Salesforce and/or Access preferred.

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 ability to prioritize and manage multiple projects simultaneously.
• Strong work ethic with an appreciation for deadlines. Adherence to project plans and the ability to follow through to completion.
• Self-motivation, assertiveness, positive demeanor, and willingness and ability to work in a collaborative team environment.
• Excellent interpersonal and communication skills and pleasant phone demeanor.
• Willingness to communicate persistently 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 is required to work at least 2 days per week in our office at 75 West End Avenue, New York, NY, or in the field, 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) andCommuter Benefits
• 403b Retirement Plan
• Aflac Supplemental Benefits
• Employee Assistance Program (EAP)

Pay Rate

• Set pursuant to a union contract, the starting annual salary 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.