Creative Instructor Program Coordinator (part-time)

Reports To: Executive Director

Employment Type: Part-Time, Non-exempt

Schedule: Part-time, includes some evenings/weekends depending on programming needs

Compensation: $35 per hour, up to 20 hours per week

Position Overview

The CIP Program Coordinator is responsible for coordinating all day-to-day operations of the Creative Instructor Program (CIP), a workforce development and arts education initiative. This role ensures smooth participation and progress for each mentee instructor/program participant, accurate reporting, consistent communication with partners, and effective scheduling of program activities.

The Coordinator oversees recruitment cycles, onboarding, training sessions, workshop scheduling, data tracking, events, and provides ongoing support to mentee instructors/program participants throughout their teaching residency.

Key Responsibilities

Program Operations & Coordination

• Manage daily operations of the Creative Instructor Program to ensure a positive experience for mentee instructors/program participants, studio staff, community members, and partners.
• Serve as the primary point of contact for mentee instructors/program participants regarding scheduling, logistics, training requirements, and program expectations.
• Coordinate the full program cycle: recruitment → selection → onboarding → training → residency/teaching → evaluation.
• Maintain accurate program records, calendars, forms, and communications.
• Assist with onsite support during workshops, orientations, or program events as needed.

Recruitment, Onboarding & Training Support

• Assist with annual recruitment (April 1–June 1) including reviewing applications, scheduling interviews, and communicating with applicants.
• Facilitate onboarding steps such as Livescan coordination, demographic surveys, required training sessions, and orientation.
• Collect mentee instructor/program participant bios, headshots, lesson plans, and required documentation.
• Coordinate pedagogy training, workspace management training, and DEI sessions.

Mentee Instructor/Participant Support & Scheduling

• Support mentee instructors/program participants throughout their time in the program.
• Manage workshop scheduling, studio bookings, and teaching calendars.
• Provide communication, templates, preparation guidelines, and teaching support resources.
• Assist with coordinating mentorship pairings, peer learning sessions, and observation schedules.

Partner & Community Engagement

• Coordinate communication with partner institutions including:
  • San Bernardino Unified School District
  • San Bernardino Valley College
  • California State University of San Bernardino
  • University of Redlands
  • University of California Riverside
  • Chaffey College
• Support partner-led workshops, mentorship opportunities, and networking events.
• Help organize community-facing activities such as showcases or cohort meetings.

Workshop Logistics & Materials Coordination

• Schedule workshop dates, locations, and studio spaces.
• Assist with material requests, inventory coordination, and supply reimbursements.
• Ensure mentee instructors/program participants receive relevant guidelines for setup, breakdown, classroom management, and reporting.

Administrative & Reporting Tasks

• Prepare weekly and monthly reports on program participation, workshop attendance, instructional hours, and progress metrics.
• Maintain organized digital files on mentee instructors/program participants, workshops, surveys, and evaluations.
• Support program compliance needs associated with grant funding and organizational requirements.
• Track payments including ticket revenue splits (60% instructor / 40% admin & supplies) and stipend documentation.

Event Coordination

• Organize or assist with:
  • Instructor orientations
  • Cohort and peer-learning meetings
  • Group shows / showcases
  • Appreciation dinners
• Manage event communications, logistics, and scheduling.

Qualifications

Preferred Experience

• Experience in program coordination, arts education, nonprofit operations, or community-based programming.
• Strong communication and interpersonal skills.
• Ability to manage schedules, multitask, and meet deadlines.
• Basic proficiency with administrative and project management tools (training can be provided).
• Experience with community arts or education organizations is a plus.

Required Skills

• Clear and professional communication.
• Strong organizational and administrative abilities.
• Ability to work onsite during workshops, meetings, and events as scheduled.
• Comfort working with diverse communities and creative individuals.

Work Schedule & Environment

• 20 hours per week, determined by program needs.
• Requires onsite presence at Garcia Center for the Arts and partner locations.
• May involve light event setup, workshop support, and occasional evening/weekend duties.

Benefits to be determined.

English required, Spanish is a plus