Program Coordinator Merit School of Music

Description

Merit School of Music seeks a Program Coordinator to provide dedicated administrative and operational support to the Program and Chicago Musical Pathways Initiative (CMPI) teams. This part‑time role, working 30 hours per week and reporting to the Director of Program Operations, supports the day‑to‑day needs of Merit’s programming operations, from managing calendars and coordinating logistics to maintaining partnerships and supporting major events.

The Program Coordinator is a central connective role that supports staff, students, families, and outside partners across Merit’s three branches and 25+ community sites.

A passion for upholding the dignity of everyone we interact with, and for Merit’s mission to provide access to high‑quality music education, is essential. This position is a strong fit for someone who is highly organized, collaborative, and energized by the opportunity to help a community music school run at its best.

Merit School of Music is a nationally accredited community music school headquartered in Chicago’s West Loop, with additional branches in Chicago’s Old Town and South Shore neighborhoods. For more than 45 years, Merit has been home to a diverse community of talented young musicians and has served as a springboard for them to achieve their full musical and personal potential. The organization serves between 2,500 and 3,000 students annually through programming at three branches and in 25+ schools and community centers across the Chicago region.

Merit’s students represent Chicago’s socioeconomic and ethnic diversity, and virtually 100 percent of graduates attend conservatories or colleges, with 50 percent choosing to study music at the postsecondary level.

Merit School of Music is committed to building a world where historically underrepresented groups can attain access to quality music education. The organization endeavors to be inclusive, diverse, equitable, and anti‑racist, continually examining its efforts in this area.

The Program Coordinator reports to the Director of Program Operations.

• Program Administration (~75%)
  • Maintain internal and external calendars for staff, faculty, students, and families.
  • Collaborate with Program and Marketing teams to produce monthly program newsletters and weekly Conservatory newsletters.
  • Update and maintain Merit Music in Communities (MMIC) quotes and service agreements for school partners.
  • Manage rental contracts for program‑related partnerships.
  • Maintain systems, databases, and records, including internal budgets, handbooks, performance trackers, and external partnership systems.
  • Coordinate logistics for external student activities, including transportation, competition submissions, and travel arrangements.
  • Manage communication and distribution of donated tickets and external scholarship opportunities to Merit families.
  • Learn Merit Library systems and methods to provide support during peak hours.
  • Support the Program team with administrative tasks and other assigned duties during peak periods.
• Event Coordination & Support (~15%)
  • Plan and coordinate student and family orientations.
  • Coordinate logistics for off‑site student performances in partnership with the Program team and external partners.
  • Collaborate with Program and Marketing teams to prepare event materials, including concert programs, signage, and check‑in stations.
  • Collaborate with the Program Events Manager on the execution of private lesson recitals.
  • Coordinate special program events, including room reservations, catering, and invitations.
  • Support the CMPI team with communications, materials collection, and space reservations.
  • Assist as support staff at Merit events.
• Cross‑Departmental Support (~10%)
  • Support ongoing development of Merit’s Branch locations in Old Town and South Shore.
  • Assist the Director of Program Operations with cross‑departmental projects and requests as needed.

• Bachelor’s degree or 1–3 years of experience in administrative support, communications, or a related field.
• Strong written and verbal communication skills that affirm and uphold the dignity of…