Program Coordinator

Institute For Classical Architecture and Art – Florida Chapter

Position: Program Coordinator

Reports to: Chapter Director

Status: Part-Time, Hourly (up to 20 hours/week, primarily September through May)

Salary Range: $25/hour

Location: Remote, ideally in the Palm Beach area

Overview

The Institute for Classical Architecture and Art’s Florida chapter is a nonprofit, membership-based organization dedicated to advancing the practice, understanding, and appreciation of traditional architecture and it’s allied arts by engaging educators, professionals, students and enthusiasts. It achieves this through education, publications, awards, and advocacy.

Position Summary

The Program Coordinator plays a key role in the successful planning and delivery of the chapter’s educational programs, fundraising events, and awards ceremonies. Working under the direction of the Chapter Director, this role manages the logistics and coordination needed to bring high-quality, mission-aligned experiences to members and partners. The Program Coordinator also supports data tracking, ticketing, committee coordination, and vendor/contractor communication.

On a typical day, the Program Coordinator may be creating a registration form for an upcoming event, emailing venue partners, checking in with a volunteer committee lead, setting up an event registration table, providing content to the marketing team, or entering attendance data into a tracking system. The ideal candidate is detail-oriented, highly organized, and thrives in a collaborative, deadline-driven environment.

Key Responsibilities

Program & Event Coordination

• • Coordinate all logistics for chapter programming, including educational events, workshops, panels, awards programs, and fundraising events.
  • Collaborate with the Chapter Director to manage event timelines, run-of-show documents, and post-event debriefs.
  • Serve as primary liaison with venues, caterers, vendors, and speakers, ensuring all details are confirmed and executed smoothly.
  • Set up and manage event registration and ticketing platforms (e.g., Eventbrite)

Data Management & Reporting

• • Track program attendance, participation, and feedback using digital systems and spreadsheets.
  • Prepare summary reports and metrics for internal planning and board reporting.
  • Support the maintenance of contact lists, sponsor records, and award applications or nominations.

Volunteer & Committee Support

• • Management of continuing education credits for all programming.
  • Coordinate the work of volunteer committees related to events, programming, and awards, including scheduling meetings, sending reminders, and tracking follow-up tasks.
  • Ensure committee members have the tools, materials, and timelines needed to be successful.
  • Serve as a welcoming, professional point of contact for committee chairs and volunteers.

Marketing & Communications Coordination

• • Work closely with marketing and design contractors to provide event content, speaker bios, photos, and logistical details.
  • Proofread and review event communications to ensure accuracy and clarity.
  • Maintain an up-to-date calendar of upcoming events and deadlines.

Qualifications

• • 2–4 years of experience in program coordination, event planning, nonprofit administration, or a related field
  • Exceptional organizational and time-management skills
  • Strong written and verbal communication skills
  • Comfort with technology, including event ticketing systems, email marketing tools, and spreadsheets
  • Ability to work collaboratively with staff, volunteers, vendors, and external partners
  • A positive, can-do attitude and strong sense of direction

Preferred Qualifications

• • Experience working with or within a membership-based or nonprofit organization
  • Familiarity with the architecture and it’s allied arts or creative industries
  • Experience using project management or CRM tools (e.g., Asana, Monday, Network for Good, etc.)

Work Environment & Schedule

• • Part-time position with some evening and weekend hours required for events and meetings
  • Hybrid or flexible work arrangements are available
  • Occasional travel within the region is required

To Apply

Submit your resume, a cover letter outlining your interest and qualifications, and 2–3 professional references to David Case, AIA, ICAA - david@stanselcasearch.com.