Program Assistant

15 or less a week, mid-September - end of May, potential for more hours. About Music Orchard Richmond Music Orchard Richmond is a nonprofit organization dedicated to providing inclusive access to high-quality music education for K–12 students in Richmond, VA. We believe every student deserves the opportunity to experience the joy and discipline of music, regardless of background or resources. Position Summary The Program Assistant is an essential on-the-ground role that keeps Music Orchard Richmond's programming running smoothly for students and families. This position is primarily based in the East End where the Program Assistant ensures students get where they need to be, attendance is tracked accurately, and families stay informed and connected. While this program is the primary focus, this role may support other Music Orchard Richmond programs and sites as needed. We're looking for someone organized, personable, and dependable — a connector who takes pride in making things run well behind the scenes and is committed to serving Richmond's youth and families. Employment is at-will. This job description is not a contract of employment. Key Responsibilities On-Site Program Coordination Serve as the primary point of presence at our East End program during program hours Direct students to the correct classrooms, teachers, and activities at the start of each session Monitor student movement and transitions to ensure safety and smooth flow throughout the program Coordinate with teaching artists and site staff to manage room assignments and any last-minute changes Assist with setup and breakdown of program spaces before and after sessions Take accurate attendance at each program session and maintain up-to-date records Track patterns in student participation and flag concerns to the Executive Director Support data entry and reporting for program outcomes and grant compliance Maintain organized physical and digital files related to student enrollment and attendance Family & Parent Communication Serve as a warm, approachable contact for parents and guardians at drop-off and pick-up Communicate program schedules, changes, and reminders to families via phone, text, or email Help coordinate and send communications on behalf of Music Orchard Richmond to program families Assist with scheduling — including lessons, makeup sessions, and student performances — in coordination with teaching artists and families Translate information accessibly for families who may have limited English proficiency, if applicable Directly supervise Music Orchard Richmond mentors on a day-to-day basis, providing guidance, accountability, and support Build and maintain mentor schedules, ensuring adequate coverage across program sessions and student assignments Manage mentor absences — including tracking, arranging coverage, and communicating changes to affected students, families, and teaching artists Serve as the primary point of contact for mentors regarding scheduling questions, expectations, and on-site concerns Communicate mentor performance observations and any concerns to the Executive Director General Program Support Represent Music Orchard Richmond professionally and enthusiastically at all times Support student performances, showcases, and community events as needed Communicate any student safety concerns, behavioral issues, or facility needs to the Executive Director promptly Take on additional program support tasks as the organization grows and needs evolve Qualifications Required Experience working with K–12 students in an educational, youth development, or community setting Strong organizational skills and attention to detail — you keep track of the details so nothing falls through the cracks Excellent interpersonal and communication skills, especially with parents and families Reliable, punctual, and able to maintain a consistent presence during program hours Comfortable with basic recordkeeping, data entry, and written communications Warm, professional demeanor and a genuine commitment to serving youth and families in Richmond Preferred Experience in a nonprofit, school, or community-based organization Bilingual or multilingual skills are a plus Interest in music or the arts This is a part‑time position. Hours are primarily during after‑school program sessions in the East End, with occasional availability needed for student performances and events. The Executive Director will work with the selected candidate to finalize the weekly schedule. Additional hours may be approved if there is need and interest. Compensation $15–$25 per hour, commensurate with experience. Music Orchard Richmond does not ask for or consider prior salary history in hiring decisions. How to Apply Please send a resume and a brief cover letter — tell us a little about your experience working with young people and families, and why this role resonates with you. Please send application materials to View email address on click.appcast.io with subject line of Program Assistant Application. Music Orchard Richmond is an equal opportunity employer. We are committed to building a team that reflects the diversity of the Richmond community we serve. #J-18808-Ljbffr