Program Coordinator

Program Coordinator – Chicago, Illinois

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. Working 30 hours per week and reporting to the Director of Program Operations, this part-time role 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 a must. 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.

• 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 a wide range of constituents, including colleagues, students, families, and external partners.
• Demonstrated ability to work both collaboratively and independently on congruent projects.
• Highly organized, reliable, and detail-oriented, with a consistent track record of follow-through.
• Proficiency in Microsoft 365 (Outlook, Word, Excel) and experience with database or room reservation systems.

• Experience in music, the arts, education, or the nonprofit sector.
• Bilingual or multilingual fluency, particularly in Spanish or Mandarin.
• Familiarity with Hub Spot, Amilia Smart Rec, and Asana.

• Maintain internal and external calendars for staff, faculty, students, and families.
• Collaborate with the Program and Marketing teams to produce the monthly program newsletter and weekly Conservatory newsletter, while supporting additional general communications to students and families.
• 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 the Merit Library’s systems and methods to provide additional support during peak hours.
• Support the Program team with administrative tasks and other assigned duties during peak periods.

• 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 the 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 Chicago Musical Pathways Initiative (CMPI) team with communications, materials collection, and space reservations.
• Assist as support staff at Merit events.

• 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.

Merit School of Music is a nationally accredited community music school headquartered in Chicago's West Loop, with additional branches in Old Town and South Shore. For more than 45 years, Merit has served a diverse community of 2,500 to 3,000 students annually through programming at three branches and in 25+ schools and…