Program Coordinator Job Washington District of Columbia USA,Administrative/Clerical

Reports to: Chief Program Officer

Hours: Monday
- Friday (Monday & Friday 9AM - 5PM, Tuesday 1PM - 9PM, Wednesday & Thursday 11AM - 7PM). Hours are flexible according to rehearsal needs during the academic year. During off season, working schedule is Monday
- Friday, 9AM - 5PM. The intended start date for this position is Monday, June 30, 2025.

Attendance at events outside standard hours is required. The office operates on a hybrid schedule, with remote work on Mondays and Fridays, and in-office work on Tuesdays, Wednesdays, and Thursdays. This schedule adjusts to meet business needs.

ABOUT CHILDREN’S CHORUS OF WASHINGTON:

Children’s Chorus of Washington (CCW), now approaching its 30th season, nurtures artistic excellence and empowers young singers by celebrating our shared humanity and the value of every voice. CCW pursues a vision of a chorus that represents the racial, cultural, and economic diversity of the Greater Washington community, making its outstanding program accessible to children and youth of all backgrounds. Celebrated as the premier youth chorus in the nation’s capital, our 300+ singers, ranging from ages 6 to 18, regularly perform in DC’s most prestigious venues and tour worldwide.

JOB SUMMARY AND RESPONSIBILITIES:

With the expansion of our operations to two rehearsal sites in Washington, DC, and corresponding increases in student numbers, CCW seeks a Program Coordinator to support the needs of our community and ensure the continuity of our artistic programming.

Overview:

The Program Coordinator plays a key role in ensuring the smooth operation of CCW’s programs by managing singer and family engagement, supporting rehearsals, coordinating resources, and collaborating with the artistic and administrative team. As the first point of contact for families, this role requires strong organizational, communication, and interpersonal skills to cultivate a welcoming and engaged community.

The ideal candidate is highly organized, detail-oriented, and passionate about youth arts education. They should be comfortable managing multiple responsibilities, working in a fast-paced environment, and collaborating with a variety of stakeholders, including singers, families, staff, and venue partners.

Serve as the primary point of contact for singers and families, both in person and via email.

Write and send the weekly bulletin, and any other e-blast communications required.

Track singer attendance and follow up on absences to ensure engagement and retention.

Build and maintain strong relationships with singers and families, fostering a sense of community within CCW.

Attend all weekly rehearsals, welcoming singers, managing check-in, and distributing materials.

Coordinate with program assistants to ensure sufficient staff coverage for all rehearsals.

Review weekly “Rehearsal Recap” and respond to needs or questions.

Communicate regularly with rehearsal venues to confirm bookings and resolve any logistical concerns.

Resource Management:

Work with the artistic team to ensure all necessary materials—scores, uniforms, and other supplies—are prepared and distributed.

Administrate all digital resources, including the uploading, management, and archiving of materials to the online music portal each semester.

Maintain the organization of the music library, tracking inventory and ensuring timely collection of materials.

Team Coordination:

Collaborate closely with the Artistic Director, Chief Program Officer, and Production Manager to ensure seamless program operations.

Provide administrative and logistical support for development, marketing, and finance teams when programming information is required.

Qualifications:

Bachelor’s degree or equivalent experience in arts administration, education, or a related field preferred.

Prior experience in program coordination, youth programs, or arts education is desirable.

Strong organizational, communication, and problem-solving skills.

Ability to work collaboratively and engage effectively with young singers and their families.

Proficiency with Google Suite and comfort using databases or CRM systems.

Flexibility to work evenings for rehearsals and occasional weekends for events.

Competitive…