Education Administrative Coordinator

Education Administrative CoordinatorThe Administrative Coordinator, Education and Outreach provides administrative, operational, and coordination support for The Smith Center's education and outreach programming. This role focuses on supporting the day-to-day administrative functions of the Education team by assisting with program logistics, scheduling, documentation, communications, and data tracking to help ensure the smooth and seamless delivery of educational initiatives and community engagement activities. This position plays an important role in supporting program efficiency, consistency, and positive participant experiences, while upholding The Smith Center's mission, values, and commitment to education through the arts. Essential Duties and Responsibilities Provide administrative and coordination support for education and outreach programs and events, including but not limited to Student Matinee Performances, Camp Broadway, Southern Nevada Wolf Trap, Nevada High School Musical Theater Awards, Disney Musicals in Schools, Master Classes, Professional Development offerings, Sensory Inclusive Performances, and In-School Performances. Track, organize, and maintain program-related documentation, including registrations, invoices, applications, release forms, surveys, and other required materials; send reminders and follow up with participants as needed to support timely completion. Compile, track and maintain critical program data and metrics to support fundraising efforts, grant reporting, and institutional communications. Communicate program information and updates across internal departments to support coordination, scheduling, and program readiness. Maintain education and outreach contact databases, program calendars, timelines, and tracking tools to ensure accuracy and consistency. Organize, label, and maintain education program photo and video assets in accordance with internal standards and usage guidelines. Assist with booking and coordinating department travel arrangements. Prepare, process, and track invoices; assist with monthly credit card reconciliation and expense documentation. Enter, update, and maintain program and participant data within the Tessitura system and other relevant platforms. Provide exemplary customer service to internal stakeholders, educators, partners, and community participants; serve as a point of contact for education-related inquiries. Answer and appropriately route incoming Education Department phone calls and messages. Schedule meetings for Education Department staff, including preparing agendas, materials, and calendar coordination as needed. Track, order, and maintain inventory of departmental and program supplies to support program operations. Create and update PowerPoint presentations, reports, and other departmental documents to support meetings, presentations, and program communications. Prepare and assist with meeting and event setup, including room coordination and materials preparation. Perform other duties as assigned that are consistent with the scope and responsibilities of the position. Required Education and Experience High school diploma or equivalent required. Bachelor's degree preferred; coursework or a degree in education, performing arts, arts administration, or a related field is a plus, or an equivalent combination of education and relevant experience. Minimum of two (2) years of administrative or coordination experience preferred, ideally in an education, arts, nonprofit, or community-based environment. Experience supporting programs, events, or departmental operations in an administrative capacity preferred. Strong proofreading and editing skills required, with demonstrated attention to detail, spelling, grammar, and formatting accuracy. Required Skills & Qualifications Excellent written and verbal communication skills, with the ability to clearly convey information to internal teams, educators, partners, and community participants. Superior organizational and time-management skills, with the ability to manage multiple priorities, projects, and deadlines in a dynamic, fast-paced environment. High level of attention to detail, particularly related to data entry, documentation accuracy, tracking, and reporting. Ability to follow up and follow through on assigned tasks, projects, and inquiries to ensure timely, accurate, and thorough completion. Exceptional interpersonal and customer service skills, with the ability to interact professionally and courteously with individuals representing a wide range of backgrounds, communication styles, and behaviors. Ability to work both independently and collaboratively, exercising sound judgment and initiative while contributing effectively as part of a team. Proactive and solution-oriented mindset, with the ability to anticipate needs, identify potential challenges, and take initiative in addressing issues. Ability to collect, analyze, and evaluate program data, and assist with compiling information for reporting, communications, and decision-making. Must be able to communicate effectively in English, both written and verbal; proficiency in Spanish is a plus. Computer Skills Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook), Google Drive, Google Forms Experience using, or the ability to quickly learn ticketing, CRM, fundraising, or program management database systems. Ability to navigate multiple systems and platforms simultaneously, including databases, shared drives, and internal communication tools, while maintaining data accuracy and confidentiality. Other Skills and Abilities Ability to work evenings and weekends as required to support education programs, events, and performance-related schedules. Highly organized and able to work in a fast-paced environment while prioritizing collaboration and problem-solving Willingness to assist across programs and initiatives as needed, demonstrating a flexible, team-oriented approach. Demonstrated interest in supporting and serving young people through arts education and community-based programming. Ability to approach challenges with a positive, adaptable mindset and a willingness to learn and grow within the role. Commitment to maintaining a dependable, professional, and courteous office environment. Ability to maintain a professional appearance and conduct in accordance with organizational policies and standards. Physical Job Requirements This position is primarily office-based and performed indoors, requiring extended periods of sitting, with regular standing, walking, and movement throughout the workplace. Ability to stand, walk, and climb stairs as needed to support meetings, programs, events, and departmental operations. Ability to occasionally bend, reach, twist, stoop, crouch, kneel, and balance while performing job-related tasks in various work areas. Ability to occasionally lift, carry, push, or pull materials weighing up to 40 pounds, such as supplies, materials, or equipment related to programs or events. Ability to use a computer and standard office equipment, including a keyboard, mouse, telephone, and other devices requiring fine motor skills and finger dexterity. Vision abilities sufficient to perform job duties, including close vision, distance vision, and the ability to adjust focus when working with computers, mobile devices, and electronic screens. Ability to work in both brightly lit and dimly lit environments, including performance spaces, rehearsal areas, and audience ingress/egress areas, as required. Ability to tolerate moderate to loud noise levels, including amplified sound, performances, rehearsals, sound checks, and audience activity. Ability to work in areas located at varying heights, including balconies or elevated seating sections, as required to support education programs or events. While the majority of work is performed indoors, the position may occasionally require work outdoors or in non-climate-controlled environments, with the ability to tolerate varying temperatures and weather conditions during certain programs or events. Certificates, Licenses, Registrations Must be able to qualify for licenses and permits if required by federal, state, and local regulations, including additional background screening, during the course of employment. Possess a valid driver's license with a clean driving record. Pay Transparency To encourage pay transparency, promote pay equity, and proactively address regulations, The Smith Center for the Performing Arts will comply with all applicable state or local laws or regulations which require employers to provide wage or salary range information to job applicants and employees. The base annual salary range for this full-time and exempt position is $50,000 plus benefits, including insurance plans as applicable. Our salary ranges are determined by role, level, and scope of responsibilities. The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position. Within the range, individual pay is determined by key factors such as work experience, job-related skills, and relevant education and training. With a career at The Smith Center for the Performing Arts, you really benefit! We offer: Creative and collaborative work culture