Summary
Description
Status: Full-Time, non-exempt
Reports to: Education Director
Works closely with program managers, directors, staff, faculty, and the Lighthouse community.
Summary:
The Program Coordinator will assist in planning, scheduling, developing, and executing programming throughout the year in alignment with the Program Manager’s vision. As such, it requires exemplary organizational skills, a passion for the literary arts, the ability to work under competing deadlines, and a collaborative mindset. The ideal candidate will have excellent time-management skills, be comfortable communicating with many different personalities, and be a proactive problem solver. A high attention to detail and the ability to work collaboratively with all members of our community are also necessary for success in this role. This role serves as a backup for our administrative and operational staff, so a generous customer service approach is essential.
This position works full-time to ensure that Lighthouse Writers Workshop successfully conducts its full range of dynamic programming in order to fulfill its mission. This position will be needed during programmatic events, which may be on nights and weekends.
Specific Responsibilities
Program Coordination and Logistics:
- Ensure program offerings across programs are posted online, copyedited, and confirmed with program managers and facilitators by established deadlines.
- Assist with program execution, coordinating logistics, calendar management and scheduling, admissions processes, necessary paperwork and documentation, and quality assurance.
- Gather, update, and refine course descriptions with the Lighthouse audience in mind, updating the website and marketing materials accordingly.
- Schedule physical and digital rooms, spaces, and resources needed for each offering.
- Collaborate with staff, faculty, and volunteers to ensure smooth and successful program execution across programs.
- Work with Marketing and Communications Director with program-specific material to increase program enrollment through targeted course sales.
- Track attendance records and compile reports.
- Anticipate and provide general support before, during, and after programs, including those taking place on evenings and weekends.
Faculty and Participant Engagement:
- Manage the onboarding process for new faculty, facilitators, agents, authors, and mentees; send and receive contracts, work agreements, W9s, or any other necessary paperwork, filing them to the appropriate places.
- Maintain regular communication with program participants and instructors; manage and communicate schedule changes and updates; assist with course selection; address program-specific inquiries.
- Help community members new to digital classrooms navigate the associated technology, troubleshooting and providing links when needed.
General Duties
- Support accurate customer registration and transaction information on multiple systems, especially during high volume times.
- Assist with research, evaluations, surveys, and more to measure success of programming and guide improvements.
- Assist with paperwork such as forms, rosters, meeting or workshop materials, etc.
- Attend and support whole-organization and program-specific programs in evenings or on weekends.
- Serve as backup Admin when Admin is unavailable, tending to the lobby, answering email and phone queries, assisting customers in choosing programs, registering for offerings, and processing payments.
- Occasional special projects.
While we do our best to outline the duties or responsibilities that are required of this position, this job description is not designed to be an exhaustive list of all activities and responsibilities.
Benefits
- Flexible Paid Time Off
- 10 paid holidays per year
- Medical, dental, and vision insurance
- Flexible Spending Account (FSA)
- 403b with up to 3% employer match
- ½ days between Christmas and New Years
- Free Lighthouse workshops
- Hybrid work schedule with 3 days in office
Working at Lighthouse
Lighthouse is a dynamic staff full of literary enthusiasts, spreadsheet nerds, passionate helpers, hard workers, and the occasional office dog. Folks who have succeeded with us tend to be highly organized, problem-solvers, creative, curious, flexible, and goal-driven. We pride ourselves on being an office culture where we care about each other as professionals and people, and are looking for candidates who are excited to engage authentically with our community.
Lighthouse is an equal opportunity employer and does not discriminate against any employee or applicant for employment based on race, color, religion, national origin, age, gender, sex, ancestry, citizenship status, mental or physical disability, genetic information, sexual orientation, veteran status, or military status. We comply with all applicable laws governing employment practices and do not tolerate discrimination or harassment of any kind.
How to apply:
Applications must be submitted through Paylocity and are due by June 30th at 5 PM MDT.
Requirements
Preferred Qualifications:
- At least one year of relevant experience in a program-centered environment or similar role.
- Strong understanding of the importance of equity, diversity and inclusion and the ability to engage underrepresented communities in arts programming.
- Fondness of a fast-paced environment and ability to think on your feet.
- Comfort troubleshooting and working with diverse software and online platforms (Google Suite, website management, Zoom, DocuSign, Asana).
- Excellent communication skills, both written and verbal.
- Attention to detail and high level of accuracy.
- Ability to manage competing deadlines and priorities.
- Prior customer service experience is a plus.
- Ability to give and receive feedback.
