Program Coordinator

Title: Program Coordinator

Reports To: Executive Director

Status: Remote; Part-time; Flexible work week; $25/hour; Approx. 20-25 hours per week (Hours may vary during concert/event times; attendance at rehearsals/events required as projects dictate)

Summary

The Program Coordinator ensures the smooth daily and seasonal functioning of all programming and supports operational logistics for rehearsals, concerts, enrollment, and instructors. This role focuses on execution, systems management, and participant experience to support increased retention, program expansion, and improved family engagement.

Primary Responsibilities

1. Participant & Family Engagement

• Manage registration, enrollment, tuition tracking, and scholarship processing for youth and adult programs.

• Lead family onboarding and maintain proactive, clear communications (monthly and weekly messaging) for youth choir families.

• Serve as the primary point of contact for youth choir families regarding logistics, scheduling, and retention strategies.

• Support the Youth Choir Artistic Director with comprehensive seasonal prep, including sheet music management, wardrobe distribution, and materials ordering.

• Coordinate audition logistics and onboarding for adult singers.

2. Rehearsal & Production Operations

• Coordinate rehearsal schedules, venue reservations, and master calendars for all programs.

• Manage logistics, schedules, staging requirements, contracts, and day-of execution for concerts, summer camps, and special events.

• Support communication and meeting logistics for artistic staff across youth and adult ensembles.

• Maintain Standard Operating Procedures (SOPs) and oversee volunteer management to ensure proper staffing and smooth execution at all events.

3. Program Marketing & Systems

• Maintain program databases.

• Generate internal program tracking reports, including enrollment, attendance, and retention data.

• Ensure website and internal portal content remain accurate and up to date.

• Support social media content management, promotional efforts, and seasonal programming cycles.

4. Administrative & Executive Support

• Provide administrative support to the Executive Director and Artistic Leadership as needed.

• Perform other operational and program-related duties as assigned.

Experience and Qualifications

Qualifications & Core Competencies

• Ownership & Autonomy: Takes complete ownership of responsibilities, actively identifies opportunities for improvement, prioritizes workload effectively, and drives projects forward with minimal supervision.

• Technical Proficiency: Proficient in Google Suite, Microsoft Office Suite, and QuickBooks; technology and internet savvy.

• Communication & Interpersonal Skills: Excellent written and verbal communication skills; ability to interact positively, patiently, and professionally with diverse personalities, families, and staff.

• Adaptability & Demeanor: Strong work ethic, dependability, flexibility, emotional maturity, positive outlook, and a hands-on, problem-solving attitude.

• Requirements: Valid Driver's License, proof of insurance coverage, access to a dependable vehicle, and ability to maintain strict confidentiality. Interest in performing arts, choral music, or nonprofit administration preferred.

Physical Demands

Standing, sitting, walking, bending, stooping, reaching, kneeling. Must be able to safely lift up to 30 lbs.

Please submit a cover letter and resume to office@orsingers.org. No phone calls, please. Position open until filled.

Oregon Repertory Singers (ORS) does not and shall not discriminate based on race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, military status, or any other status protected by applicable law, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, and vendors.