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Program Assistant

2 months ago

Burbank, United States Etm-la Inc Full time $17 - $21
Job DescriptionJob Description*Incomplete applications and anything submitted through CareerPlug/ZipRecruiter WILL NOT be reviewed or considered. No calls, please.*

The Program Assistant works closely with the Director of Programs and Director of Community  Affairs & Partnerships to ensure effective program operations on a daily basis. Responsibilities include maintaining effective program administrative functions, documenting program activities and operations, managing relationships with partner school leadership teams as needed, supporting music teacher professional development initiatives, independent project management, and collaborating with senior program staff. 
Partner School Liaison (40%) 
  • Assist the Director of Programs with managing and fostering positive and effective partner school relationships
  • Maintain updated inventory of all instruments and classroom supplies. Coordinate with  Operations, Instructional Supervisors, and Music Teachers to manage and track inventory
  • Maintain and update Music Teacher Binder, Program Calendar, Music Teacher Resource Website and email communications from Program email account
  • Oversee the collection and organizing of permission slips and image releases for all ETM-LA events
  • Assist with the documentation of weeks of service and coordinate completion with the Instructional Supervisor Team
  • Coordinate Program events including scheduling buses, communicating logistics,  overseeing check in/check out procedures for parents and students, and creating  student seating charts for performances 
  • Oversee and coordinate acquisition and delivery of program related materials, supplies, and instruments to music teachers and/or partner schools
  • Assist Director of Community Affairs & Partnerships with scheduling in-school visits by  ensembles and performing artists
  • Assist Director of Community Affairs & Partnerships with managing ticket requests and  disbursement for partner events

Liaison to Evaluation Department (20%) 
  • Liaise with development and executive departments to assist with providing needed  information and support (i.e., data collection, standardized test distribution, assistance  with assessment test logistics and parent permission forms)
  • Provide updates to the Director of Programs regarding communications and materials provided to the Development Department
  • Oversee and develop surveys of various stakeholders including parents, students,  general education teachers, and principals

Personnel Hiring and Supervision (15%) 
  • Assist and coordinate information sessions for prospective music teachers
  • Assist with reference checks for potential music teachers and music teacher interns
  • Coordinate with Human Resources/Director of Programs concerning music teacher and volunteer accompanist recruitment activities (i.e. job postings, local job fairs, onboarding paperwork for volunteer accompanist, etc.) 
  • Assist and coordinate with Human Resources regarding Program personnel 

Professional Development (15%) 
  • Assist with the coordination and logistics of ETM-LA Music teacher training
  • Manage Music Teacher Resource Library, including the recommendations for any enhancements. 
  • Assist with the organization of Music Teachers, professional development resources, tools, and materials 

Other (10%) 
  • Other duties as assigned by the Director of Programs, the Director of Community Affairs & Partnerships, or the Executive Director
  • Manage and organize ETM-LA Resource Library and materials 
  • Be flexible on weeknights and weekends for program events; some over-time may be required 
  • Stock and organize physical, program-related assets
  • Be available to manage general administrative office duties. (i.e. answering phone calls,  ordering supplies, etc.)
  • Reviews timecard discrepancies and concerns in conjunction with the Instructional Supervisor, and reports back to Finance & Operations Manager

Qualifications: 
Education and Experience:
  • Bachelor's Degree in Music, Music Education, English, Communications, Education, Biochemistry/Science-with a writing background or related field. 2 years of experience required; up to 2 years of the required education may be substituted for additional years of experience.
  • Minimum of one (1) year of experience in nonprofit/arts administration (internship, volunteer, etc.) 
  • Minimum of one (1) year of staff/project management experience 

Preferred:
  • Experience in under-resourced communities (i.e. internship, aid, volunteer, etc)  
  • Prior experience building school music and/or arts programs. 
  • Prior experience in Curriculum Design
  • Experience or education in written and verbal communications, demonstrating strong proficiency in writing and editing.
  • Fluency in Spanish, with the ability to provide high-quality translation support and facilitate communication in both English and Spanish.
  • Experience in translating documents and providing bilingual support, reflecting the increased demand for Spanish language services.

Knowledge, Skills & Abilities: 
  • Possess exceptional oral and written communication and interpersonal skills 
  • Possess the ability to be highly-detail oriented 
  • Ability to be a self-starter who is energized working in a dynamic environment 
  • Able to work as a team player in a collaborative work environment 
  • Proficient in computer programs included, but not limited to MicroSoft Office Suite, Google Suite, other software/applications (i.e. Adobe, Canva, Lucidchart, etc.) 
  • Proficient in online platforms (Zoom, RingCentral, etc.) and classroom technology
  • Possess exceptional organization and prioritization skills 
  • Demonstrated knowledge and experience working in under-resourced communities. 
  • Mission driven
  • Initiative taker
  • Knowledge of music education and child development preferred
  • Demonstrated knowledge of metric in teacher and program evaluation preferred
  • Knowledge of music repertoire and teacher resources desired

Working Conditions: Office environment with regular travel each month to partner schools or clients located  throughout Los Angeles County. Occasional travel outside Los Angeles may be required. Must  use your own vehicle for work purposes other than driving to and from work (such as running  errands for work). Mileage will be reimbursed by ETM-LA. 
Pay & Work Schedule: 
  • $17.28-$21.63/hr., dependent upon qualifications. Full-Time; 40 hours per week; Monday through Friday, with occasional over-time required for special events. This is an hourly, non-exempt position. 
  • Location of office: Burbank, CA 
  • Benefits include health, dental, vision insurance, 403(b) retirement plan opportunities 

General Information: To apply, complete the Employment Application and attach the following documents:

  1. One page cover letter
  2. One page resume
  3. Names and Contact Info of three (3) professional references
  • A live scan must be completed satisfactorily. Failure to satisfactorily complete the live
    scan may affect the application status of applicants
  • TB Test mandate. Failure to satisfactorily complete the TB Test with certificate of
    tuberculosis clearance may affect the application status of applicants
  • COVID-19 vaccine mandate (dependent upon school district)
  • The person holding this position is considered a ‘mandated reporter’ under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements as a condition of employment


ETM-LA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.