Site Coordinator, Sistema Lake County

Site Coordinator, Sistema Ravinia

At Ravinia, we believe in the transformative power of shared, live-music moments and their ability to inspire individuals, strengthen communities, and foster a more connected world.

Beyond presenting outstanding performances by the world's greatest musicians, our mission as a not-for-profit organization is to develop broader, more diverse audiences and performers in the music industry with our Reach Teach Play® community engagement and education programs, our Steans Institute's collaborative and experiential artistic training programs, and more. Together, Ravinia's initiatives serve tens of thousands of students, families, and emerging professional musicians.

Our 36-acre park is home to North America's longest-running outdoor music festival and its most artistically diverse. Over 100 different events, featuring a mix of classical, rock, pop, jazz, R&B, indie, and country performers, make up a typical summer season across our open-air and indoor stages, including the annual residency of the Chicago Symphony Orchestra.

The Site Coordinator provides vital daily support to ensure Sistema Ravinia site systems and needs are met with consistency and care. Viewed through the lens of daily operations, this role is the "first responder" for the program's logistical needs and is responsible for the direct implementation and daily oversight of logistical and administrative systems.

The Site Coordinator is a key member of the administrative team and ensures the learning environment is prepared for success. Regular tasks include preparing program materials and ensuring they are accessible across sites and supporting program communication, data entry, inventory, events.

The ideal candidate is dependable, intuitive, a resourceful problem-solver, and demonstrates clear, approachable communication. They are people-centered in their approach to their work and hold an unwavering belief that every child can achieve musical excellence.

• Program Materials & Environment: 40%
• Proactively prepare, maintain, and distribute instructional materials, instruments, equipment, and uniforms for students and instructors across program sites as directed
• Maintain the daily organization, cleanliness, and decoration of instrument storage areas, rehearsal areas, and office spaces.
• Ensure instruments, equipment, and program materials are stored safely and securely at all times.
• Program Logistics and Operations Support: 25%
• Support rehearsal/performance set up and logistical flow for daily programming and special events
• Support routine inventory audits and maintain accurate inventory records; proactively communicating needs before shortages occur.
• Assist with securing and transporting instruments and equipment for performances, camps, and special events.
• Coordinate daily instrument and supply check-out/check-in; flag items in need of repair for the Site Manager.
• Communication & Community Support: 20%
• Serve as a welcoming and responsive point of contact for students, families, instructors, and school staff.
• Support the Site Manager with student and family communication; including phone calls, email, messaging, forms, and basic Canva design.
• Provide real-time logistical support to instructors and students to ensure a positive program experience for all stakeholders.
• Data Entry & Administrative Support: 15%
• Perform timely and accurate data entry into the student information system, ensuring student records and assessment data remain current.
• Record and verify daily student attendance and assist with attendance follow-up for recurring absences.
• Assist with student registration, enrollment updates, and collection of required program documentation.
• Maintain organized digital and physical filing systems.
• Other duties as assigned to support successful program operations.

• High attention to detail; ability to manage multiple tasks in a high-energy environment
• Desire to work with students and youth in a school setting
• Ability to interact warmly and professionally with a diverse community of students, parents, and school staff
• Proficiency in Spanish is required for this role

• Bachelor's Degree in music, education, or arts administration preferred or equivalent experience
• Experience in a support or administrative role, preferably in a school, nonprofit, or community-based setting.
• Familiarity with data entry and Google Workspace (Docs/Sheets).

• Program sites and stakeholders are equipped with the materials needed for success
• Student data is entered promptly and without errors
• Program needs are handled quickly and efficiently
• Alignment with Ravinia and Reach Teach Play mission and values

• This is a fully in person role working daily at school locations throughout Waukegan and at Ravinia Festival.
• Availability to work weekends and evenings for rehearsals, concerts, and special events as needed
• Access to reliable transportation to travel between…