Programs Coordinator

ROLE SUMMARY

The Programs Coordinator is a key member of the Mosaic team. Reporting to the Deputy Director, the Programs Coordinator works directly with youth, families, teaching artists, school & community partners to support Mosaic’s goal to provide equitable access to intensive and consistent transformative arts experiences for Detroit-area youth. The role plays a crucial part in ensuring the smooth operation of Mosaic's programs and events.

OBJECTIVES

• Ensure efficient coordination of program logistics and effective communication with stakeholders.
• Foster positive relationships with youth, parents, teaching artists, and guests to create a safe and impactful creative youth development experience.
• Ensure accurate documentation, data management, and program support to facilitate program evaluation and development and efficient administrative processes.
• Develop and implement effective communication strategies for program promotion and enrollment.
• Serve as a role model for Mosaic's values, promoting excellence, boldness, and community building.

ESSENTIAL FUNCTIONS

• Assemble and maintain computer-based and hard copy young artist files. Update files to reflect participant activity, completion of program requirements or tasks, eligibility for awards and events, changes in addresses, and/or status, administrative activity of unit and reference materials.
• Perform complex typing duties and process complex documentation with the use of appropriate software, e.g. record and format minutes, type rehearsal reports, summaries and perform layout duties and complex spreadsheet design.
• Maintain program databases. This includes tracking attendance, contact hours, and program KPIs. Conduct, tabulate, and communicate results of youth, parent, and partner surveys throughout the season.
• Maintain and assist in the establishment of program and activity calendars, timetables and communications. Schedule conferences, events, community performances, meetings, and youth interviews. Arrange necessary supplies, equipment and amenities for assigned program functions and office, prepare and gather paperwork for events. Communicate and confirm schedules, event details and logistical needs to staff and stakeholders.
• Work with the team to ensure a safe and high-impact creative youth development experience for youth and alumni by developing appropriate positive relationships with youth, parents, and teaching artists, and guest artists and providing outstanding customer service to these and other stakeholders.
• Gather information necessary for staff to make decisions and perform work. Follow-up on missing information; verify records; update program and/or participant status; make recommendations for assigned activities requiring selecting/casting. Assist the Artistic Associates with information and documentation necessary for the completion of program evaluation, reports, publicity, and development.
• Work as on-site contact for ensemble rehearsals, productions, assigned performances, tours, and events. This includes chaperoning and driving young artists in Mosaic-approved vehicles during field trips, travel, and performances and representing Mosaic at organizational events and in the community as necessary.
• Attends assigned program meetings (i.e. orientation, program planning/improvement meetings, professional development meetings).
• Develops and distributes program written and verbal communications with current and prospective parents and young artists. This includes receiving and directing incoming phone calls and visitors. Provide information to current and prospective youth/ families, staff and the general public about records, events, and programs policies, procedures and requirements; assist with problem solving. Manages young artists and parent virtual spaces and ensures that announcements and logistics are communicated clearly and timely.
• Recruit and enroll young people in Mosaic programs via various platforms including events, social media, Website, E-mail, and Phone). Utilizes data analytics to assess the effectiveness of recruitment efforts.
• Manage, engage, and nurture relationships with youth ensemble alumni.
• Perform related work as assigned.

Qualifications

• High School graduate with additional business or education related coursework or an equivalent combination of education and/or experience.
• Mission-focused and results-driven. You are committed to supporting the mission and vision of Mosaic Youth Theatre of Detroit and responding to challenges with integrity, and reflecting Mosaic’s values to 1) Strive for Excellence 2) Build Community 3) Dream Boldly and 4) Embrace Joy
• Detail oriented and organized. You are a master with detailed information, love organization, and execute activities with a high degree of accuracy and consistency.
• An excellent communicator. You have the ability to listen and read attentively and effectively communicate complex information in a way that is easily digestible for internal and external stakeholders. You have strong writing skills to support the development of compelling reports and proposals.
• Project management. You excel at coordinating multiple moving parts and understand how to prioritize effectively and when to tap into the strengths of others for the success of the project.
• Community builder. You are committed to fostering a positive work environment and are sensitive to the needs of individuals. You value diverse perspectives and utilize strong interpersonal skills to pursue the best outcomes in all relationships.
• Professionalism. You work well collectively and individually included in planning. You have a high degree of integrity, empathy, emotional intelligence, and self-awareness.
• Provides your own means of reliable transportation to and from all work assignments.

Working Conditions/Physical Demands

• Regularly required to use hands to finger, handle or feel, and talk and hear.
• Frequently required to sit, stand, walk, reach with hands, turn, sit, bend, go up and down stairs.
• Work in areas that may use bright or strobe lights and in dark spaces.
• Some sitting and working at a computer.
• Some travel is required as a part of program delivery, oversight and evaluation, training and meeting participation.
• Evening and weekend hours are required.
• Some heavy lifting and moving of supplies.
• While performing the duties of this job, team members may occasionally be exposed to outside weather conditions.
• The noise level in the work environment varies.

Background check requirements

Mosaic policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, Mosaic will inform you if a background check is required.

Mosaic Youth Theatre of Detroit is an equal opportunity employer. We are committed to upholding safe spaces that honor diverse perspectives, lived experience and expertise to enhance the communities we serve and those we are a part of creating. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

Health Benefits

Generous PTO