Program Coordinator Merit School of Music $40,000

Description Merit School of Music seeks a Program Coordinator to provide dedicated administrative and operational support to the Program and Chicago Musical Pathways Initiative (CMPI) teams. This part‑time role, working 30 hours per week and reporting to the Director of Program Operations, supports the day‑to‑day needs of Merit’s programming operations, from managing calendars and coordinating logistics to maintaining partnerships and supporting major events. The Program Coordinator is a central connective role that supports staff, students, families, and outside partners across Merit’s three branches and 25+ community sites. A passion for upholding the dignity of everyone we interact with, and for Merit’s mission to provide access to high‑quality music education, is essential. This position is a strong fit for someone who is highly organized, collaborative, and energized by the opportunity to help a community music school run at its best. Organization Overview Merit School of Music is a nationally accredited community music school headquartered in Chicago’s West Loop, with additional branches in Chicago’s Old Town and South Shore neighborhoods. For more than 45 years, Merit has been home to a diverse community of talented young musicians and has served as a springboard for them to achieve their full musical and personal potential. The organization serves between 2,500 and 3,000 students annually through programming at three branches and in 25+ schools and community centers across the Chicago region. Merit’s students represent Chicago’s socioeconomic and ethnic diversity, and virtually 100 percent of graduates attend conservatories or colleges, with 50 percent choosing to study music at the postsecondary level. Merit School of Music is committed to building a world where historically underrepresented groups can attain access to quality music education. The organization endeavors to be inclusive, diverse, equitable, and anti‑racist, continually examining its efforts in this area. Reporting Relationship The Program Coordinator reports to the Director of Program Operations. Essential Duties Program Administration (~75%) Maintain internal and external calendars for staff, faculty, students, and families. Collaborate with Program and Marketing teams to produce monthly program newsletters and weekly Conservatory newsletters. Update and maintain Merit Music in Communities (MMIC) quotes and service agreements for school partners. Manage rental contracts for program‑related partnerships. Maintain systems, databases, and records, including internal budgets, handbooks, performance trackers, and external partnership systems. Coordinate logistics for external student activities, including transportation, competition submissions, and travel arrangements. Manage communication and distribution of donated tickets and external scholarship opportunities to Merit families. Learn Merit Library systems and methods to provide support during peak hours. Support the Program team with administrative tasks and other assigned duties during peak periods. Event Coordination & Support (~15%) Plan and coordinate student and family orientations. Coordinate logistics for off‑site student performances in partnership with the Program team and external partners. Collaborate with Program and Marketing teams to prepare event materials, including concert programs, signage, and check‑in stations. Collaborate with the Program Events Manager on the execution of private lesson recitals. Coordinate special program events, including room reservations, catering, and invitations. Support the CMPI team with communications, materials collection, and space reservations. Assist as support staff at Merit events. Cross‑Departmental Support (~10%) Support ongoing development of Merit’s Branch locations in Old Town and South Shore. Assist the Director of Program Operations with cross‑departmental projects and requests as needed. Knowledge, Skills, and Abilities Must‑Have Characteristics Bachelor’s degree or 1–3 years of experience in administrative support, communications, or a related field. Strong written and verbal communication skills that affirm and uphold the dignity of a wide range of constituents, including colleagues, students, families, and external partners. Demonstrated ability to work both collaboratively and independently on congruent projects. Highly organized, reliable, and detail‑oriented, with a consistent track record of follow‑through. Proficiency in Microsoft 365 (Outlook, Word, Excel) and experience with database or room reservation systems. Preferred, but Not Required Experience in music, the arts, education, or the nonprofit sector. Bilingual or multilingual fluency, particularly in Spanish or Mandarin. Familiarity with HubSpot, Amilia SmartRec, and Asana. Schedule This is a part‑time position, working 30 hours across four days each week. Specific days and hours will be determined in coordination with the Director of Program Operations. Typical schedule: Monday – 9:30 am to 5:30 pm (remote) Tuesday to Thursday – 9:30 am to 5:30 pm (in‑person) This role is primarily in‑person. Remote work is available during off‑peak times and may include evenings and weekends during peak event seasons and Saturdays during the academic year. Compensation and Benefits Salary of $40,000 based on experience. Probationary period of 90 days; eligible to participate in the employee benefits package 30 days from hire. Health benefits: BCBS medical insurance (HMO and PPO options) and Delta Dental (HMO and PPO), with 80% of employee premiums and 50% of dependent premiums paid by Merit. Vision: EyeMed; voluntary life insurance: Mutual of Omaha (employee paid). Paid time off: One day earned per month during first year, 1½ days per month during second year; accrual escalates through seventh year. Paid sick leave earned per 40 hours worked, in accordance with the Chicago Paid Sick & Safe Leave Ordinance. Eight paid holidays plus a company‑wide paid winter break (Christmas through January 2). 401(k) plan eligibility after one year of employment, including a 3% employer contribution. Merit School of Music is committed to enhancing the diversity of our musical community. By providing a diverse, equitable, and inclusive learning environment, Merit prepares students for personal and professional success in an increasingly multicultural and global society. ALAANA/BIPOC people, trans and gender‑nonconforming people, and women are encouraged to apply. #J-18808-Ljbffr