Program & Learner Services Coordinator

New Lehrhaus; Oakland (CA); Hybrid; USD 41,000 - 46,000; Full time

Benefits offered by this job

Hybrid schedule

Free New Lehrhaus courses

Health coverage allowance

Job summary

New Lehrhaus is seeking a proactive Programs & Operations Coordinator to run the day-to-day life of our courses. You’ll write catalog entries, schedule classes, and coordinate instructors, learners, and materials.

You will manage virtual classrooms, handle contracts and payments, and train instructors for online teaching. You’ll also answer learner questions, promote programs, and keep CRM records accurate.

Qualifications

• Two years in program coordination, events, or similar work.
• Experience with a database or CRM (Salesforce, Neon, Bloomerang, Eventbrite, or Wild Apricot).
• Fluency in Slack and Google Workspace.
• Clear, friendly writing.
• Availability 2 to 3 evenings a week and some weekends.
• Ability to schedule and host virtual meetings and teach others to use the technology.

Responsibilities

• Schedule courses and programs, book classrooms, and arrange materials.
• Manage virtual classrooms; schedule online classes and send join links.
• Work with instructors from first contact to last class; handle contracts and payments.
• Train instructors in best practices for virtual classrooms and registration platform.
• Staff in-person programs and evenings.
• Send feedback surveys after each course and summarize results.
• Answer learners’ questions about registration, access, transfers, refunds, accessibility.
• Reply to messages within one business day.
• Keep FAQs and policy pages current.
• Bring sensitive situations to the Executive Director.
• Write catalog entries and post to registration platform.
• Set up and maintain automatic emails; email past learners about new courses.
• Plan promotions with Marketing; track registrations; report weekly.
• Follow brand and style guidelines.
• Keep records accurate in CRM; run reports; keep calendars organized.

Skills

Kindness and patience

Program coordination

CRM/registration platform

Slack & Google Workspace

Written communication

Organization

Evening/weekend availability

Tools

Salesforce

Eventbrite

Neon

Bloomerang

Wild Apricot

Job description

ABOUT NEW LEHRHAUS

New Lehrhaus is a secular, non-denominational center for adult Jewish learning. We bring scholars, writers, and artists to teach courses and public programs on Jewish literature, history, languages, thought, and culture, online and in person. We offer 25 to 30 courses each term, about 100 a year, and reach nearly 1,000 learners annually. Recent offerings include classes in less commonly taught Jewish languages, conversations on Israel/Palestine that bring in perspectives beyond the Jewish communal mainstream, and diverse lunchtime reading groups.

ABOUT THE ROLE

You’ll run the day-to-day life of our courses: writing catalog entries, scheduling classes, getting instructors what they need, answering learners, sending the emails that fill our classes, and keeping our records in order.

Most of all, this is a job about people. Our learners come because they’re curious. Many have been taking classes with us for years. Those teaching rely on us to handle everything around their teaching. We need someone who is kind and patient with all of them and careful with details.

You’ll report to the Executive Director and work closely with our Marketing & Outreach Coordinator.

WHAT YOU’LL DO

PROGRAMS AND INSTRUCTORS (ABOUT 40%)

• Schedule courses and programs, book in-person classrooms through our room scheduling system, and arrange materials and technology for each one.
• Manage our virtual classrooms: schedule online classes across several rooms from a shared Google Calendar, handle reschedules and multi-week series, send join links, and host sessions or set instructors up to host.
• Work with instructors from first contact to last class: collect descriptions, bios, and materials; prepare contracts for the Executive Director’s approval; track payments; and answer their questions along the way.
• Train instructors in good practices for teaching in our virtual classrooms and using our registration and learning platform.
• Staff in-person programs, including regular evenings.
• Send feedback surveys after each course and summarize the results.

LEARNER SERVICES (ABOUT 25%)

• Answer learners’ questions about registration, access, transfers, refunds, and accessibility.
• Reply to every message within one business day. Many of our learners are older adults who have been with us for years. Some are less comfortable with technology. Take the time each person needs.
• Keep FAQs, joining instructions, and policy pages current.
• Bring sensitive situations and requests for exceptions to the Executive Director.

PROGRAM PROMOTION (ABOUT 20%)

• Write catalog entries from instructors’ descriptions and bios and post them to our registration platform and website.
• Set up and maintain automatic emails in our registration system.
• Email past learners about new courses that match their interests. After classes, send follow-up emails with additional materials.
• Plan each term’s promotion with the Marketing & Outreach Coordinator, including a shared calendar of what goes out when.
• Track registrations and report on them weekly during enrollment.
• Follow our brand and style guidelines.

RECORDS AND ADMINISTRATION (ABOUT 15%)

• Help the Executive Director with planning, scheduling, correspondence, and special projects.
• Keep learner, instructor, program, membership, and donation records (including renewals) accurate in our CRM and registration platform.
• Run regular reports on enrollment, attendance, membership, and donations.
• Keep our shared Google calendars, Drive folders, and inboxes organized.
• Let us know when something in our systems isn’t working and suggest easier ways to handle routine tasks.

FIRST-YEAR GOALS

• Courses open on time with accurate listings and no day‑of surprises for instructors.
• Every program starts on time in the right room, online or in person.
• Learners hear back within a day and feel well looked after.
• Learner, membership, and donation records are accurate and up to date.
• You know our systems well enough to take on more of them.

WHAT YOU BRING

REQUIRED

• Kindness and patience, especially with people who may be confused or frustrated.
• At least two years in program coordination, events, course registration, student services, customer service, or similar work.
• Experience with a database, CRM, or registration platform (for example Salesforce, Neon, Bloomerang, Eventbrite, or Wild Apricot).
• Comfort scheduling and hosting virtual meetings and teaching others to use the technology well.
• Fluency in Slack and Google Workspace (Gmail, Calendar, Drive, Docs, and Sheets), including shared calendars, scheduling plug‑ins, and shared inboxes.
• Clear, friendly writing.
• Good organization and follow-through when deadlines overlap.
• Availability 2 to 3 evenings a week and some weekends. On evening program days your workday starts later.

PREFERRED

• Experience with a nonprofit CRM, especially membership or donation records.
• Experience with an online course registration or learning management platform.
• Experience scheduling across several Zoom accounts, including Zoom’s Google Calendar integration.
• Experience with email campaigns in Mailchimp, Constant Contact, a CRM, or similar.
• Familiarity with automation tools like Zapier, Make, or n8n, or interest in learning them.
• Experience at a cultural, educational, or lifelong-learning organization.
• Interest in Jewish culture, history, and languages. You don’t need a background in Jewish communal life.

PAY AND BENEFITS

• $30.00 to $33.50 per hour (about $62,000 to $70,000 a year), depending on experience. Overtime-eligible.
• A tax‑free monthly allowance of up to $600 toward the health coverage of your choice.
• An optional retirement savings plan through payroll deduction.
• Paid time off, plus secular and Jewish holidays.
• Free New Lehrhaus courses.
• A hybrid schedule with later start times on evening program days.

LOCATION

Hybrid, with in-person programs at our Oakland headquarters near Rockridge BART and at partner sites. You’ll need to live within commuting distance of Oakland.

New Lehrhaus is built on open inquiry and pluralism. We welcome applicants of every background, identity, and experience, and we encourage you to apply even if you don’t meet every qualification. For accommodations at any stage, email [e-mail]