Youth Music Monterey County (YMMC) – Monterey, CA 93940
Part-time – $25/hour, 20 hours per week, In Office | Monday – Thursday, with occasional evenings
About Youth Music Monterey County (YMMC)
Youth Music Monterey County (YMMC) inspires and engages young musicians throughout Monterey County through exceptional orchestral and chamber music experiences. YMMC supports two youth orchestras, a chamber music program, an in-school elementary strings program, and an afterschool orchestra program. With a focus on artistic excellence, collaboration, and community, YMMC provides opportunities for youth to learn, perform, and grow through the power of music by building the next generation through music.
Position Summary
The Programs & Administrative Coordinator plays a vital role in supporting YMMC’s programs and daily operations. Reporting to the Executive Director, this position manages administrative processes, program logistics, communication, student records, and financial tracking to help ensure the smooth and efficient functioning of the organization.
The ideal candidate is highly organized, proactive, and detail-oriented, with strong communication and interpersonal skills. This role requires someone who is comfortable balancing office administration with hands-on program support and communication with students, families, and community partners.
Key Responsibilities
Administrative Support
• Provide administrative support to the Executive Director, including drafting correspondence, maintaining electronic and paper files, and supporting daily office operations.
• Create, manage, and maintain the organization’s master calendar, including rehearsals, lessons, meetings, performances, events, deadlines, and facility schedules.
• Answer phone calls, greet visitors, and respond to emails in a professional and welcoming manner.
• Prepare and distribute communications to students, families, donors, staff, schools, community partners, and collaborating organizations.
• Serve as point person for office management inquiries and vendor communication.
• Collect and compile timesheets for payroll bi-weekly.
• Track and document monthly expenses and invoices.
• Communicate with the bookkeeper regarding bills, reimbursements, and financial documentation.
• Oversee maintenance of office equipment, order office supplies, and maintain general office organization and cleanliness.
Program Support & Coordination
• Support the administration and day-to-day operations of all YMMC programs, including Junior Youth (JYO) & Honors Orchestras (HO), Orchestra in the Schools (OITS), South County Strings (SCS), and YMMC Chamber Ensembles.
• Create, manage, and maintain student attendance, registration, tuition payments, and enrollment spreadsheets, keeping student records and participant information accurate and up to date.
• Create rehearsal rosters and attendance records for JYO, HO, and OITS; track student attendance and communicate absences to staff and families as needed.
• Enter and maintain data in various databases (i.e. music library, donor database).
• Set up and prepare rehearsal and classroom spaces for the afterschool orchestra program.
• Assist with instrument inventory management, including tracking rental instruments for each program.
• Prepare, copy, scan, print, organize, and distribute music for students, coaches, and guest musicians.
• Maintain and manage digital access to rehearsal and performance music materials.
Event & Concert Operations
• Support volunteer coordination for concerts and events, managing Sign-Up Genius and volunteer needs specific to each event.
• Coordinate concert program materials, design, and printing with graphic designer and assist with program advertisement solicitation.
• Execute ticket design and printing for concerts and events.
• Assist with promotional materials and communications for concerts, performances, and special events.
Qualifications
• Bachelor’s degree preferred; equivalent experience will be considered.
• Strong organizational, communication, and interpersonal skills.
• Demonstrated ability to work independently, proactively, and with minimal supervision.
• Ability to manage multiple priorities and deadlines with strong attention to detail.
• Proficiency in Microsoft Office Suite and Google Workspace, including spreadsheet management and database recordkeeping.
• Experience working in music, arts administration, nonprofit organizations, or youth programs preferred.
• Hands-on experience with office machines (copiers, postage machines, printers).
• Ability to think critically, solve problems, and maintain a positive and professional attitude in a dynamic environment.
To apply:
Submit a cover letter and resume to email address in posting with “Programs & Administrative Coordinator” in the subject line. No phone calls please.
Interviews will be held in-person.
Job Type: Part-time
Compensation: $25.00 per hour, 20 hours per week
Experience:
• Microsoft Office, Google Workspace, AirTable, Canva (preferred)
• Administrative experience: 5 years (preferred)
• Work location: In person
Principals only. Recruiters, please don't contact this job poster.