Program Assistant

Receives project-based supervision and direction from:
Program Research & Evaluation Officer

Travel:
No travel is expected for this position.

Mr. Holland’s Opus Foundation keeps music alive in our schools by providing vital support services to school districts, and musical instruments to underfunded music programs nationwide, giving under-represented youth access to the many benefits of music education, leading them to success in school, and inspiring creativity and expression through playing music.

The PROGRAM ASSISTANT supports the day-to-day administration and implementation of Mr. Holland’s Opus Foundation’s national programs, with primary responsibility for operational support, documentation, communication, scheduling, and workflow coordination across the Program Department.

This position will focus primarily on Musical Instrument Grants, supporting grant processing, fulfillment, school and vendor communication, documentation, and follow-up. The position will also provide substantial support for the Foundation’s school district services, including our arts education insights and data work, through project setup, scheduling, survey logistics, document organization, deliverable preparation, and administrative follow-up.

Specific duties and priorities may shift based on program/project timelines, seasonal workload, and organizational needs.

• Support the full musical instrument grant workflow, including application preparation, school vetting support, grant documentation, award fulfillment, delivery tracking, and post-award follow-up.
• Maintain accurate grant records, including application materials, instrument lists, purchase documentation,school confirmations, recipient information, fulfillment status, and related program data.
• Communicate with teachers, school staff, vendors, and internal team members to gather information, confirm details, support timely processing, and resolve routine follow-up needs.
• Coordinate with finance staff to support purchase orders, invoices, expense documentation, and related administrative records.
• Support post-grant communications and impact documentation, including surveys, check-ins, thank-you materials, photos, quotes, stories, and related follow-up.
• Support Music Rising response efforts when activated by assisting with disaster-related research, outreach, intake coordination, and organization of inquiry materials before requests move through the standard instrument grant process.

• Support MEDSS project setup and administration, including onboarding materials, shared folders, timelines, task lists, district documents, and communication records.
• Coordinate MEDSS scheduling and logistics for meetings, survey windows, reminder communications, presentations, and post-assessment follow-up.
• Support teacher survey administration under the guidance of program and data staff, including communication preparation, deployment, reminders, tracking, and related documentation.
• Assist with the organization, formatting, proofing, and preparation of MEDSS reports, appendices, presentation decks, delivery folders, and related district-facing materials.
• Maintain organized MEDSS project records and assist with administrative follow-up throughout the assessment process.

• Support department-wide scheduling, meeting preparation, follow-up documentation, shared files, contact lists, tracking tools, and administrative records.
• Monitor general program inquiries and route them to the appropriate staff member.
• Process expense reports, invoices, and administrative documents in coordination with…