Program Coordinator (Choral Programs)

JOB SUMMARY:

The Children’s Chorus of San Antonio is seeking a PROGRAM COORDINATOR to support our choral programs and play a key role in bringing rehearsals, performances, and community events to life. This is a hands-on, collaborative position working closely with our Artistic Director (AD) and team to ensure programs run smoothly and families feel informed, supported, and connected.

KEY RESPONSIBILITIES:

Choral Program Administrative Support

• Serve as the first point of contact for families, responding to inquiries promptly and directing questions and requests to the appropriate administrative or artistic staff member to ensure clear, accurate, and consistent communication and follow-through.
• Communicate effectively with current and prospective families, students, and staff regarding enrollment, rehearsal schedules, events, and program updates.
• Maintain and regularly update CCSA’s choral program calendars, including ensemble schedules and performance commitments.
• Update the student information and attendance databases.
• Facilitate program policies, including attendance, music folders, and uniforms, to ensure compliance and clear communication.
• Assist the AD in preparing and distributing informational materials related to concerts, performances, and rehearsals.

Recruitment and Enrollment

• Support enrollment and registration processes, including tracking prospective families, coordinating recruitment experiences, and assisting with onboarding new singers.
• Schedule enrollment and recruitment events in coordination with the AD, including trial rehearsals and voice placements for potential new singers, and voice assessments for current singers.
• Communicate with prospective families and interested singers, including invitations to trial rehearsals, voice placements, and follow-up communication. Support onboarding and welcome new singers and families to CCSA.

Choral Rehearsal and Event Support

• Collaborate with artistic staff to ensure smooth implementation of all student-related events.
• Provide hands-on, detail-oriented, in-person support for rehearsal and event logistics, including setup, breakdown, material preparation, physical coordination of supplies, and active coordination during rehearsals, performances, and events.
• Serve as an on-site point of support during rehearsals and events, addressing real-time questions, troubleshooting issues, and ensuring a smooth experience for singers, families, and staff.
• Recruit parent chaperones and other backstage volunteers for concert events.
• Assist AD and Music Library volunteers with preparing and distributing music materials, ensuring proper organization and tracking.

Community Performances and Media Coordination

• Plan community and media performance logistics in coordination with the AD, including schedules, transportation, uniforms, and any other special requirements.
• Serve as a point of contact for community partners and venues, in coordination with the AD, to support clear and coordinated communication and logistics.
• Communicate with artistic staff regarding ensemble-specific needs for community and media events.
• Communicate with singers and families regarding community performances and media appearances.
• Create and manage internal event RSVP forms and communications with singers and families for community performances and media performances.
• Provide in-person operational support at community and media events to artistic staff and singers/families.
• Communicate with all CCSA administrative and artistic staff about community and media events, and collaborate on any emergent opportunities.

General

• Represent CCSA professionally and positively when interacting with students, families, and community partners.
• Build and maintain strong relationships with stakeholders to encourage engagement and long-term support.
• Support social media efforts by contributing content and coordinating with the Marketing team as needed.
• Assist and support the Development team through CCSA fundraising campaigns and events.
• Provide general administrative support to CCSA staff and faculty as needed.
• Foster a collaborative and positive workplace culture by sharing ideas, listening thoughtfully, and approaching challenges with creativity and empathy.

REQUIREMENTS:

• Bachelor’s or Associate's degree.
• Prior work experience with the arts and/or youth programs, preferably with student musicians and/or music educators.
• Proficiency in Google Suite and willingness to learn additional databases or technology tools, such as Jotform, Canva, Asana, and Slack.
• Exceptional customer service and organizational skills.
• Self-motivated, proactive, and able to work independently on multiple projects simultaneously.
• Strong writing and communication skills, and excellent attention to detail.
• Familiarity with, or a willingness to learn, language and processes related to choral music.
• Ability to work a hybrid schedule, balancing work-from-home with travel to the CCSA downtown office and rehearsal/performance spaces. A dedicated home office space with reliable Wi-Fi and cell service is required.
• Availability to attend weekly evening rehearsals August through May: Mondays (5:15–9:00 pm) and Thursdays (4:45–8:15 pm)
• Availability to attend Saturday/Sunday rehearsals and concerts per the CCSA season calendar (5–6 per semester)

COMPENSATION:

Full-time, exempt, salaried position in a hybrid work environment. Salary range of $36,000-$45,000.

Compensation package includes paid holidays, sick/vacation leave, retirement benefits, flexible scheduling, and insurance stipend. 

The Children’s Chorus of San Antonio is proud to be an equal opportunity workplace. If you meet many, but not all, of the criteria and feel you may be a good fit for the role, CCSA encourages you to apply!