School & Community Programs Coordinator

The School & Community Programs Coordinator is responsible for supporting KCYA’s arts education and arts integration programs with partner schools and community centers, specifically by working alongside the Director of School and Community Programs to grow the presence of KCYA in schools and with community partners by ensuring the highest level of professionalism, maintaining accurate records, and contributing to outreach and marketing efforts for the School & Community Programs (SCP) department.

Responsibilities
The School & Community Programs anticipates aggressive growth in the next five years. This position is integral to helping the program expand in quantity and quality. Some of the strategies for expansion are emerging. We are looking for someone who is flexible, has attention to detail, is innovative, and is able to work with educators and teaching artists.

Program Booking & Coordination
• Create and maintain accurate records in Salesforce for all programs, including School & Community Programs, Arts Partners, Arts Partner Organizations, LINC, and related initiatives
• Provide excellent customer service and maintain strong relationships with clients and teaching artists by responding to emails and phone calls in a timely manner
• Coordinate and schedule curriculum-based arts programs, including:
o Sending confirmations and invoices to clients
o Sending booking confirmations to teaching artists
o Following up as needed
• Maintain up-to-date and accurate program records in Salesforce
• Communicate promptly with clients and/or teaching artists regarding cancellations or rescheduling
• In collaboration with the Director of Arts Education, address issues such as no-shows, complaints, or tardiness as they arise
• Provide program information and recommendations to clients as needed
• Support additional program-related tasks, including but not limited to:
o Program tracking
o Database updates
o Report generation
o Updating Teacher Program Guides
o Updating online catalog in Squarespace
o General administrative support

Outreach & Marketing
• Assist in the development and distribution of SCP marketing materials, including social media and digital communications
• Conduct in-person school visits and/or virtual meetings with prospective, current, and lapsed clients to support marketing and relationship-building efforts
• Regularly observe KCYA teaching artists in schools and community centers to provide feedback and strengthen relationships with artists and partner sites

Additional Responsibilities
• Provide support for KCYA events as needed

Skills & Qualifications
• Exceptional written and verbal communication skills
• Highly organized with strong attention to detail
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Strong problem-solving skills with a proactive approach
• Experience with tools such as Salesforce, QuickBooks, Ramp, Squarespace, Canva, and Microsoft Office preferred