Program & Operations Coordinator

The California State Summer School Arts Foundation (CSSSA Foundation) is a 501(c)(3)

nonprofit that supports the students of the California State Summer School for the Arts (CSSSA) from pre-application, through college, and beyond. The CSSSA Foundation provides support to CSSSA through recruitment and outreach, fundraising and development, program support, alumni engagement, and providing hundreds of need-based scholarships to CSSSA students each year. The CSSSA Foundation helps recruit a student body reflective of California’s rich geographic, cultural, racial, ethnic, and socioeconomic diversity and raises a diverse array of private sector funds to ensure that no student is denied access to CSSSA due to financial need. The CSSSA Foundation administers the Herb Alpert Foundation’s Emerging Young Artist college scholarships, provides for Guest Artist Residencies, and procures high-tech equipment and supplies for students. Unequal access to arts education and funding is a profound issue facing CA. The CSSSA Foundation helps bridge that divide and provide a pathway to success in the creative economy.

The Role

We are seeking highly qualified, skilled candidates with previous nonprofit experience for the role of Program & Operations Coordinator. The coordinator helps manage organization’s CRM and donor and alumni database processes, oversees and participates in the coordination and completion of special projects and events, and serves in a support capacity for other activities, including college scholarship coordination, audit preparation and file management. The ideal candidate will help the CSSSA Foundation run smoothly and efficiently, executing data and reporting requirements and ensuring that programs and deliverables are successfully delivered on-time. The preferred candidate is detail and solutions-oriented, and enjoys designing and implementing efficient systems. They are a quick study, eager to learn, and passionate about improving the lives and career-readiness of California’s creative teens.

Program & Operations Coordinator Requirements

• Previous experience in the nonprofit, arts, or education fields
• Experience and proficiency researching, learning, and helping to implement new technologies and software applications
• Strong prioritization and organizational skills and ability to balance multiple projects simultaneously
• Ability to work independently and as part of a small team
• Exceptionally detail-oriented and meticulous; strong project management skills and attention to follow up
• Exceptional writing skills: Must have the ability to prepare and present complex concepts, findings and recommendations in reports, memos and other communications
• Exceptional communication skills: Must possess the ability to interact with a variety of constituents including donors, educators, students, parents, general audiences, and other nonprofit professionals
• Capacity for self-reflection and commitment to personal and professional growth
• Ability to develop systems and workflows to support organizational efficiency
• Commitment to diversity, equity and inclusion; demonstrated ability to work effectively with a culturally diverse workforce, including those with different levels of academic preparation and varying physical and learning abilities, and socioeconomic levels
• Must be located in Los Angeles or willing to relocate and have the ability to attend occasional events in the Los Angeles area
• Applicants from diverse backgrounds are encouraged to apply

Duties and Responsibilities

General Operations

• Helps to develop, implement, and review operational policies and procedures, in collaboration with administrative staff
• Manages organization’s general email accounts, including info@csssaf.org, and responds to requests for information and troubleshooting from constituents in a timely manner
• Oversees special projects, which may include technology updates, physical office environment updates, and more
• Maintains the office shared spaces; ensures that workspaces are organized and stocked with supplies as needed
• Coordinates communications, planning, logistics and supplies for meetings, and events., attends Board of Director meetings; takes, prepares, and publishes minutes
• Performs other job-related duties and projects as assigned

Program Support

• Assists with alumni relations; notifies alumni about events, gathering testimonials and other communications
• Organizes and manages volunteers needed for events
• Provides contract support and ensures compliance with vendors and guest artists
• Assists in coordinating scholarship awards with college financial aid offices; verifies accuracy of information
• Provide support for Foundation-hosted virtual events, including Zoom registration, breakout rooms, recordings, user management, etc.
• Assists in the planning and execution of approximately four (4) alumni engagement events each year

CRM & Donor Database Management

• Serves as an administrator for organization’s CRM and Blackbaud/eTapestry software.
• Provides reporting and data management for internal and external purposes
• Performs donor database entries for annual giving, recurring, and other donor program and ensures accurate coding of incoming donations; generates reports and queries as necessary
• Ensures donors receive prompt thanks and receipts for their donations
• Researches, recommends, and implements new web technology tools and software
• Is familiar with and proficient in cloud-based project management tools and software

Preferred Qualifications

• Bachelor's degree from a accredited institution of higher learning; or equivalent work experience
• Three (3) years or more experience in an administrative support capacity, providing coordination and assistance of operational activities, preferably in a non-profit, arts, or education environment
• Two (2) years or more experience in database management, data tracking, program reporting
• Experience utilizing eTapestry and/or other Blackbaud products or other similar CRMs
• Valid Driver's License, current car insurance, and access to reliable transportation required.

Salary, Benefits, and Work Environment

Commensurate with experience, the hourly range for this position is $27-32. This is a part-time, non-exempt, hybrid position that currently requires a minimum of two days of in-person work in the Foundation’s office. Workdays are Monday through Friday, typical office hours are 9am-6pm with occasional evening or weekend work requirements a possibility.

This role routinely uses office equipment such as computers, phones, photocopiers, scanners, and filing cabinets. While performing the duties of this job, the employee is regularly required to communicate with stakeholders using phone, e-mail, and in-person communication methods. The employee must occasionally lift and/or move objects up to 25 pounds. They will spend prolonged periods at a desk and working on a computer.

To Apply

Please email your cover letter and resume to careers@csssaf.org with the subject: “Program & Operations Coordinator”. No calls please.

EQUAL OPPORTUNITY EMPLOYER: The CSSSA Foundation is committed to the principle of equal employment opportunity for all qualified individuals. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, family or parental status of any other status protected by the laws or regulations in the locations where we operate.