Site Coordinator, Sistema Ravinia West Side

Ravinia Festival; Chicago (IL); On-site; USD 45,000 - 50,000; Full time

Benefits offered by this job

Employee Assistance Program (EAP)

Chicago Paid Leave

Chicago Sick Leave

Workers Comp Coverage

Unemployment Benefits

Job summary

Ravinia Festival seeks a Site Coordinator for Sistema Ravinia West Side to provide daily operational and logistical support across program sites in Chicago. The role ensures materials, instruments, and environments are prepared for successful learning experiences.

Ideal candidates bring a bachelor’s degree in music/education or arts administration with nonprofit or school setting experience, and familiarity with data entry and Google Workspace.

Qualifications

• Bachelor’s Degree in music, education, or arts administration preferred or equivalent experience.
• Experience in a support or administrative role, preferably in a school, nonprofit, or community-based setting.
• Familiarity with data entry and Google Workspace (Docs/Sheets).

Responsibilities

• Program Materials & Environment: Proactively prepare, maintain, and distribute instructional materials, instruments, equipment, and uniforms for students and instructors across program sites as directed.
• Program Materials & Environment: Maintain daily organization, cleanliness, and decoration of instrument storage areas, rehearsal areas, and office spaces.
• Program Materials & Environment: Ensure instruments, equipment, and program materials are stored safely and securely at all times.
• Program Logistics and Operations Support: Support rehearsal/performance set up and daily programming and special events.
• Program Logistics and Operations Support: Support routine inventory audits and maintain accurate inventory records; proactively communicating needs before shortages occur.
• Program Logistics and Operations Support: Assist with securing and transporting instruments and equipment for performances, camps, and special events.
• Program Logistics and Operations Support: Coordinate daily instrument and supply check-out/check-in; flag items in need of repair for the Site Manager.
• Communication & Community Support: Serve as a welcoming and responsive point of contact for students, families, instructors, and school staff.
• Communication & Community Support: Support the Site Manager with student and family communication; including phone calls, email, messaging, forms, and basic Canva design.
• Communication & Community Support: Provide real-time logistical support to instructors and students to ensure a positive program experience for all stakeholders.
• Data Entry & Administrative Support: Perform timely and accurate data entry into the student information system, ensuring student records and assessment data remain current.
• Data Entry & Administrative Support: Record and verify daily student attendance and assist with attendance follow-up for recurring absences.
• Data Entry & Administrative Support: Assist with student registration, enrollment updates, and collection of required program documentation.
• Data Entry & Administrative Support: Maintain organized digital and physical filing systems.
• Data Entry & Administrative Support: Other duties as assigned to support successful program operations.

Skills

Attention to detail

Student/youth engagement

People communication

Spanish language

Education

Bachelor’s Degree in music, education, or arts administration

Experience in school/nonprofit setting

Tools

Google Workspace (Docs/Sheets)

Job description

Reports To: Program Manager

Range: $45,000 - $50,000, non-exempt

Position Title: Site Coordinator, Sistema Ravinia West Side

Company Description

At Ravinia, we believe in the transformative power of shared, live-music moments and their ability to inspire individuals, strengthen communities, and foster a more connected world.

Beyond presenting outstanding performances by the world’s greatest musicians, our mission as a not-for-profit organization is to develop broader, more diverse audiences and performers in the music industry with our Reach Teach Play® community engagement and education programs, our Steans Institute’s collaborative and experiential artistic training programs, and more. Together, Ravinia’s initiatives serve tens of thousands of students, families, and emerging professional musicians.

Our 36-acre park is home to North America’s longest-running outdoor music festival and its most artistically diverse. Over 100 different events, featuring a mix of classical, rock, pop, jazz, R&B, indie, and country performers, make up a typical summer season across our open-air and indoor stages, including the annual residency of the Chicago Symphony Orchestra.

Position Summary

The Site Coordinator provides vital daily support to ensure Sistema Ravinia site systems and needs are met with consistency and care. Viewed through the lens of daily operations, this role is the first responder for the program’s logistical needs and is responsible for the direct implementation and daily oversight of logistical and administrative systems.

The Site Coordinator is a key member of the administrative team and ensures the learning environment is prepared for success. Regular tasks include preparing program materials and ensuring they are accessible across sites and supporting program communication, data entry, inventory, and events.

The ideal candidate is dependable, intuitive, a resourceful problem-solver, and demonstrates clear, approachable communication. They are people-centered in their approach to their work and hold an unwavering belief that every child can achieve musical excellence.

Key Responsibilities

Program Materials & Environment: 40%

• Proactively prepare, maintain, and distribute instructional materials, instruments, equipment, and uniforms for students and instructors across program sites as directed
• Maintain the daily organization, cleanliness, and decoration of instrument storage areas, rehearsal areas, and office spaces.
• Ensure instruments, equipment, and program materials are stored safely and securely at all times.

Program Logistics and Operations Support: 25%

• Support rehearsal/performance set up and logistical flow for daily programming and special events
• Support routine inventory audits and maintain accurate inventory records; proactively communicating needs before shortages occur.
• Assist with securing and transporting instruments and equipment for performances, camps, and special events.
• Coordinate daily instrument and supply check-out/check-in; flag items in need of repair for the Site Manager.

Communication & Community Support: 20%

• Serve as a welcoming and responsive point of contact for students, families, instructors, and school staff.
• Support the Site Manager with student and family communication; including phone calls, email, messaging, forms, and basic Canva design.
• Provide real-time logistical support to instructors and students to ensure a positive program experience for all stakeholders.

Data Entry & Administrative Support: 15%

• Perform timely and accurate data entry into the student information system, ensuring student records and assessment data remain current.
• Record and verify daily student attendance and assist with attendance follow-up for recurring absences.
• Assist with student registration, enrollment updates, and collection of required program documentation.
• Maintain organized digital and physical filing systems.
• Other duties as assigned to support successful program operations.

Knowledge and Skills Required

• High attention to detail; ability to manage multiple tasks in a high-energy environment
• Desire to work with students and youth in a school setting
• Ability to interact warmly and professionally with a diverse community of students, parents, and school staff
• Proficiency in Spanish is preferred for this role

Education and Experience

• Bachelor’s Degree in music, education, or arts administration preferred or equivalent experience
• Experience in a support or administrative role, preferably in a school, nonprofit, or community-based setting.
• Familiarity with data entry and Google Workspace (Docs/Sheets).

Success Factors

• Program sites and stakeholders are equipped with the materials needed for success
• Student data is entered promptly and without errors
• Program needs are handled quickly and efficiently
• Alignment with Ravinia and Reach Teach Play mission and values

Work Environment

• This is a fully in person role working daily at school locations throughout the Austin and Lawndale communities of Chicago. This role also includes occasional work onsite at Ravinia.
• Availability to work weekends and evenings for rehearsals, concerts, and special events as needed.
• Access to reliable transportation to travel between program sites and events is required.
• Fast paced, collaborative, and team-based environment: daily interactions with students, teachers, school partners, and families.

Benefits

• Employee Assistance Program (EAP):Access to confidential resources that support mental health, well-being, and work-life balance.
• Chicago Paid Leave:Eligibility for paid time off in accordance with the City of Chicago’s Paid Leave Ordinance
• Chicago Sick Leave:Accrued sick leave in compliance with Chicago Sick Leave requirements, available for personal illness or to care for eligible family members.
• Workers Comp Coverage:if you are hurt while working, workers compensation will cover the costs of injury and recovery.
• Unemployment Benefits:Eligible to File for Unemployment

Ravinia is an Equal Opportunity Employer

As an equal opportunity employer, Ravinia strongly believes that diversity of backgrounds, experiences, and perspectives is essential to our success and we strive to create and sustain an equitable and inclusive environment for all our employees. Ravinia does not discriminate on the basis of any protected status under federal, state, or local law. We encourage individuals of all identities and abilities to apply.