Responsible for supporting the work of our YOLA Sites. The Administrative Coordinator, YOLA is an essential team member that supports the operational processes for the YOLA program. This position works in collaboration with the Senior Manager, YOLA and Director, Beckmen YOLA Center in the management of day-to-day systems, operations, and logistical coordination. Specifically, the Administrative Coordinator will have oversight of administrative duties related to cross-site initiatives as well as the coordination of instrument inventory across all YOLA programs.
Hours for this position will range between 20 - 29 hours per week.
Provide administrative support to cross-site YOLA programs and initiatives
Serve as the point of contact for YOLA inquiries and support the operational infrastructure for YOLA programming
Manage all YOLA program digital assets
Serve as point of contact for processing department invoices, department mailings and office supplies, etc. and liaising with other LA Phil departments as needed
Coordinate the creation of schedules, databases/lists, production and event running orders
Maintain confidentiality of sensitive institutional information.
Order and ensure supplies arrive for YOLA events and programs
Assist Learning staff as needed, supporting company-wide educational and community initiatives and related communications, pre-concert and concert duty, etc.
Coordinate instrument inventory, purchasing, and repairs requests
Collaborate with YOLA site staff to maintain accurate inventory, assignment, and security of musical instruments and related equipment
Assist in vendor selection and negotiating the best possible rates and terms
Maintain documentation of work orders, completed repairs, and instruments sent to vendors
Advise on the purchase of instruments and equipment as requested
Actively research and understand the market of student musical instruments
Coordinate delivery of instruments and supplies frequently to various YOLA sites
Coordinate and schedule appointments, meetings, and maintain all meeting minutes
Act as the primary contact for instrument and supply needs for our YOLA sites
Collaborate with Associate Director, Learning, to prepare and proofread communication pieces including presentations, newsletters, talking points, information for web and social media, and marketing pieces for YOLA
Communicate effectively in written and verbal form with key internal and external stakeholders
YOLA Site Leadership, Teaching Artists, Musicians and Families
Learning Department, LA Phil
Internal and External Stakeholders
College education in music performance, education, administration, human services or social work, or equivalent work experience in one of these fields
Appreciation for and knowledge of music (orchestral and/or choral)
Fluency in all Microsoft suites components and remote working tools (Slack, Google, Zoom, etc.)
Strong organizational skills; detail oriented
Ability to work effectively and respectfully with a wide range of constituencies in a diverse community and fast-paced environment
Superior written and verbal communication skills
Experience or background in repair and maintenance of a variety of musical instruments, with a strong preference for string instrument experience
A driver’s license and ability to travel between YOLA sites
Dedication and commitment to engage in and promote diversity, equity, and inclusion within the staff, vendors, and within interactions with the surrounding community is a must
Secondary language fluency is a plus
COVID Workplace Safety Requirements
This position will require you to interact with employees, patrons, vendors and others who may or may not be vaccinated or recently tested. You will be required to wear personal protection equipment (PPE) required by the LA County Department of Public Health protocols and the LA Phil. You agree to comply at all times with the LA Phil’s COVID-19 Prevention Plan, including testing and vaccination requirements.
Founded in 1919, the Los Angeles Philharmonic Association presents, and promotes the performing arts in its varied forms at the highest level of excellence to a diverse and large audience, at Walt Disney Concert Hall, the Hollywood Bowl, and The Ford.