Department Coordinator, Learning
Position Status: Part-Time, Non-Exempt (20–29 hours per week)
Reports to: Senior Director, Learning and Operations
Pay Range: $30 per hour
Department: Learning
About Learning at the LA Phil:
Leading the LA Phil’s strategic engagement with youth and education across Los Angeles, the Learning programs at the LA Phil champion the organization’s investment in the larger arts ecosystem while providing thought-leadership and advocacy for youth engagement program models that uplift and inspire. The Learning portfolio includes Youth Orchestra Los Angeles (YOLA) and its hubs across the city, along with Collaborative Learning programs such as Symphonies for Schools, Symphonies for Youth, the Composer Fellowship Program, and Upbeat Live.
Position Summary:
The Department Coordinator, Learning, reporting to the Senior Director, Learning and Operations, supports the day-to-day administrative operations of the Learning Department, including the Youth Orchestra Los Angeles (YOLA) sites and Collaborative Learning programs. The Department Coordinator is an essential member of the Learning team who keeps the department’s systems, calendars, contracts, and communications moving, working in close collaboration with the Senior Manager, Learning, the Senior Director, Learning & Operations, and the Vice President, Learning.
The Department Coordinator serves as the department’s administrative coordinator, taking lead on the contracts and settlement for vendors and artists; manages calendaring and meeting logistics for Learning Department leadership, specifically the Vice President, Learning, and coordinates with the LA Phil Digital team on social media content for YOLA and Learning programs.
This position will include occasional evening and weekend responsibilities.
Scope of Work:
Administrative Support and Department Systems:
Provide general administrative support to the Learning Department including organizing logistics for meetings and calendaring
Serve as point of contact for processing department invoices, mailings, and office supplies
Manage the department’s corporate card receipt tracking and monthly statement reconciliation
Support the ordering of supplies for Learning department events and programs
Maintain confidentiality of sensitive institutional, personnel, and participant information
Contracts and Settlements:
Serve as the department’s contract and settlement specialist for Learning and YOLA programming, including teaching artists, guest artists, faculty, clinicians, contractors, and vendors
Draft contracts from approved templates and route them for review and signature through Concord, tracking each agreement from request through full execution
Maintain a current contract log and shared filing system so that status, terms, deliverables, and payment schedules are visible to program staff
Prepare settlement packets following engagements and events, reconciling fees, expenses, and deliverables against the executed contract and supporting documentation
Coordinate with Finance and Legal to resolve questions on contract terms, vendor setup, and payment timing, and ensure individuals and organizations are paid in a timely manner
Flag discrepancies, missing documentation, and upcoming renewals to the Senior Director, Learning and Operations
Department Leadership Calendaring and Meeting Coordination:
Manage calendaring for the Vice President, Learning, scheduling internal and external meetings, site visits, and travel
Coordinate and schedule department and cross-departmental meetings; prepare agendas and materials as requested, record and distribute meeting minutes, and track follow-up items
Maintain the Learning Department master calendar of programs, events, concerts, and deadlines across YOLA hubs and Collaborative Learning programs
Prepare logistics briefing for leadership engagements, including donor and partner visits to YOLA sites
Communications and Social Media Coordination:
Serve as the Learning…