Programs Coordinator

POSITION OVERVIEW

Cantabile is seeking a full-time Programs Coordinator experienced in non-profit arts communications. This is a hybrid position, where much of the job duties can be performed remotely, but requires occasional attendance at rehearsals In Los Altos (weekdays, late afternoons-early evenings), occasional in-person meetings and events, and several concerts per year in the southern San Francisco Bay Area (morning/afternoons, Saturdays). Desired start date is July 15, 2025.

Candidates should have strong skills and experience in program management and communications, both electronically and in-person. Additional experience in concert production and marketing/design is beneficial. A successful candidate will be passionate about the arts, especially for youth; able to communicate and coordinate with students, parents, staff, and volunteers; and interested in developing their career and skills in a fast-paced, energized, and growing arts organization.

ABOUT CANTABILE

Founded in 1994, Cantabile Youth Singers brings world-class artistic excellence in vocal music instruction and performance to the youth of Silicon Valley. Cantabile’s supportive, enriching choral community for all fostering the innate beauty, talent, and individual freedom of expression within each singer, engaging them in performances of the highest caliber.

ESSENTIAL FUNCTIONS

Program Coordination

• Recruit, train, coordinate, and supervise parent volunteers who will be present at rehearsals, concerts, and other events. Be available to substitute for parent volunteers as needed.
• Track volunteer sign-ups, assignments, and hours.
• Develop production timelines for concerts and other events. Assist in identifying key tasks and assigning staff and/or volunteers to those tasks.
• Be the primary point of contact between staff, families, and volunteers.
• With the Director of Operations, be a contact point for venues and vendors regarding scheduling and logistics.
• With parent volunteers and staff, develop and maintain databases for student information, family contact information, and attendance.
• Ensure student and family forms, policies, and agreements are distributed, collected, and maintained.
• Be present at key rehearsals for communications with parents and students; be present at all concerts, parent meetings, and other events.
• Assist with front-of-house or back-of-house duties at dress rehearsals and concerts.
• Participate in annual retreats and tours as needed. Retreats are over a weekend and local to the Bay Area; tours may be domestic or international and last from five to ten days.

Communications

• Design, curate content, edit and distribute weekly newsletters (alternating between family-facing and public-facing)
• Coordinate additional communications with families regarding rehearsal, concert, and other event logistics
• Maintain mailing lists for students, families, alumni, and friends of Cantabile
• Maintain calendars for staff and students/families

Registration & Enrollment

• Assist artistic staff in communications with prospective families to schedule auditions & evaluations
• Oversee the registration and enrollment software platforms, ensuring programs, dates, and prices are accurate, maintaining internal databases, and being the point of contact for troubleshooting with families and students. Ensure each season that families receive the correct information and links to register successfully

Website & Social Media

• Manage, edit and update website content on an ongoing basis
• Write, upload and publish content to Cantabile’s Facebook and Youtube pages
• Manage and support staff and students in content development, posting and engagement

Marketing

• Assist staff in creating compelling, effective communications for students, families, and community about upcoming events, including auditions/registrations, concerts, tours, and other events
• Coordinate with print online outlets to place ads as needed
• Ensure all communications and public-facing materials have timely and accurate information regarding events, including schedules, links, etc.
• Track effectiveness of communication, including advertising, website visits, and social media engagement
• Participate in committee meetings to develop, execute, and analyze strategies for audience development and engagement, and student recruitment and enrollment

Administrative

• Support staff and committees with print and electronic letter campaigns and collateral for fundraising campaigns and events, including invitations, acknowledgement letters and receipts, and other communications.
• Maintain updated and accurate donor records and reporting as needed.
• Respond via email or phone to all communications within one business day.
• Attend regular staff meetings and committee meetings as requested.
• Coordinate inventory of office supplies, rehearsal materials, etc.

KNOWLEDGE/EXPERIENCE REQUIRED

• One to two years of experience in non-profit arts programming and/or communications
• Demonstrated excellence in oral and written communication skills; strong editing and proofreading skills
• Detail oriented and a creative thinker and problem solver. The ability to work independently on a day-to-day basis
• Proficiency with standard office software applications (Google Suite and/or Microsoft Office; Zoom; light website editing (Wix, WordPress, etc.); communications (MailChimp, etc.)
• Basic graphic design and editing skills are a plus (Adobe suite preferred)
• The ability to represent the interests of Cantabile and the voice of its Artistic Director accurately to parents, students and the general public

COMPENSATION

This is a full-time, hourly, non-exempt position. Pay range is $30-$35/hour depending on experience, and will be subject to all appropriate taxes and withholdings. Additionally, the position will receive PTO benefits including vacation and sick time; a monthly stipend to be used towards health, medical, or other expenses; a monthly stipend for use of personal technology; and the ability to participate in paid professional development opportunities. The hire will be required to provide documentation/authorization authorizing them to work legally in the United States, and will be required to complete mandated reporter and workplace violence training.

TO APPLY

Please submit a resume, cover letter, and references to Director of Operations, Daniel Thomas at daniel@cantabile.org. Initial interviews will be held online; subsequent interviews may take place in person. Applications are due by Tuesday, July 1, 2025.

Cantabile Youth Singers is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees, artists, guests, and members of our community. To learn more about Cantabile visit www.cantabile.org