Education Administrative Coordinator

Job Title:

Education Administrative Coordinator

Department:
Education and Outreach

Reports to:

Director, Education and Outreach

Status:
Full-Time, Exempt

Annual Salary: $50,000

Summary of Duties and Responsibilities

The Administrative Coordinator, Education and Outreach provides administrative, operational, and coordination support for The Smith Center's education and outreach programming. This role focuses on supporting the day-to-day administrative functions of the Education team by assisting with program logistics, scheduling, documentation, communications, and data tracking to help ensure the smooth and seamless delivery of educational initiatives and community engagement activities. This position plays an important role in supporting program efficiency, consistency, and positive participant experiences, while upholding The Smith Center's mission, values, and commitment to education through the arts.

Essential Duties and Responsibilities

* Provide administrative and coordination support for education and outreach programs and events, including but not limited to Student Matinee Performances, Camp Broadway, Southern Nevada Wolf Trap, Nevada High School Musical Theater Awards, Disney Musicals in Schools, Master Classes, Professional Development offerings, Sensory Inclusive Performances, and In-School Performances.

* Track, organize, and maintain program-related documentation, including registrations, invoices, applications, release forms, surveys, and other required materials; send reminders and follow up with participants as needed to support timely completion.

* Compile, track and maintain critical program data and metrics to support fundraising efforts, grant reporting, and institutional communications.

* Communicate program information and updates across internal departments to support coordination, scheduling, and program readiness.

* Maintain education and outreach contact databases, program calendars, timelines, and tracking tools to ensure accuracy and consistency.

* Organize, label, and maintain education program photo and video assets in accordance with internal standards and usage guidelines.

* Assist with booking and coordinating department travel arrangements.

* Prepare, process, and track invoices; assist with monthly credit card reconciliation and expense documentation.

* Enter, update, and maintain program and participant data within the Tessitura system and other relevant platforms.

* Provide exemplary customer service to internal stakeholders, educators, partners, and community participants; serve as a point of contact for education-related inquiries.

* Answer and appropriately route incoming Education Department phone calls and messages.

* Schedule meetings for Education Department staff, including preparing agendas, materials, and calendar coordination as needed.

* Track, order, and maintain inventory of departmental and program supplies to support program operations.

* Create and update PowerPoint presentations, reports, and other departmental documents to support meetings, presentations, and program communications.

* Prepare and assist with meeting and event setup, including room coordination and materials preparation.

* Perform other duties as assigned that are consistent with the scope and responsibilities of the position.

Required

Education and Experience

* High school diploma or equivalent required.

* Bachelor's degree preferred; coursework or a degree in education, performing arts, arts administration, or a related field is a plus, or an equivalent combination of education and relevant experience.

* Minimum of two (2) years of administrative or coordination experience preferred, ideally in an education, arts, nonprofit, or community-based environment.

* Experience supporting programs, events, or departmental operations in an administrative capacity preferred.

* Strong proofreading and editing skills required, with demonstrated attention to detail, spelling, grammar, and formatting accuracy.

Required

Skills & Qualifications

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job. Individual abilities may result in some deviation from these guidelines. To perform effectively in this position, the incumbent must have:

* Excellent written and verbal communication skills, with the ability to clearly convey information to internal teams, educators, partners, and community participants.

* Superior organizational and time-management skills, with the ability to manage multiple priorities, projects, and deadlines in a dynamic, fast-paced environment.

* High level of attention to detail, particularly related to data entry, documentation accuracy, tracking, and reporting.

* Ability to follow up and follow through on assigned tasks, projects, and inquiries to ensure timely, accurate, and thorough completion.

* Exceptional interpersonal and customer service skills, with the ability to interact professionally and courteously with…