Position Title: Program Administrator
Location: Hybrid (Based in NYC)
Schedule: Full time, non exempt (40 hrs/week)
Reports to: Director of School Programs
Salary: $46,000 – $48,000
Position Summary
The Program Administrator provides essential support to the Director of School Programs to ensure the successful implementation and smooth execution of all Midori & Friends programs across New York City public schools. This position plays a critical role in coordinating logistics, supporting administrative and invoices processes for the department, tracking data and documentation, and maintaining clear communication among teaching artists, schools, and internal staff to ensure residencies, concerts, and workshops are delivered seamlessly.
Applicants should be self-motivated problem solvers with some prior office, organizational management, or administrative experience. They thrive in a fast-paced, mission-driven environment where accuracy, consistency, and follow-through are essential.
Key Responsibilities
Program Coordination & Support
- Support the implementation of Play to Learn, Celebrate! Music, and Journey to Japan programs by coordinating schedules, logistics, and communication with schools and teaching artists.
- Track and monitor program deliverables to ensure timely completion and alignment with grant goals.
- Provide ongoing administrative support to teaching artists to ensure high-quality delivery of programs.
Administrative Coordination
- Process artist and vendor invoices, instrument rentals, material requests and purchase orders.
- Track program budgets, vendor payments, and reimbursements in coordination with the Finance team.
- Maintain organized documentation for all financial and program-related records.
- Support the onboarding process for new Teaching Artists, ensuring all required paperwork and clearances are complete before program start.
- Communicate proactively with teaching artists, school partners, and vendors to collect necessary documentation and confirm program details.
- Follow up consistently to ensure all reports, forms, and financial materials are submitted on time.
- Maintain precision when handling sensitive financial and personnel information.
Teaching Artist & School Liaison
- Ensure teaching artists have timely access to schedules, resources, and updates.
- Serve as a key communication bridge between school administrators, DOE personnel, and the Midori & Friends team regarding program logistics, scheduling, and site needs.
Program Data, Documentation & Events
- Maintain program records, including rosters, attendance, and budget data.
- Conduct site visits and assist with program documentation through observation and written reports.
- Capture photos or videos to highlight program impact (experience with media and documentation a plus).
- Attend school-based concerts, workshops, and culminating events to provide logistical and on-site support.
Culminating Events & Midori Matinees
- Support the planning and delivery of culminating concerts and Midori Matinees.
- Assist with creating event materials (flyers, programs, handouts) and coordinating logistics for partners and artists.
Requirements
- Bachelor’s degree in education, arts administration, or a related field.
- Minimum 2 years of experience in education, nonprofit administration, or program operations. Two days a week in office required.
- Excellent organizational, time management, and written/verbal communication skills.
- Strong attention to detail and ability to manage multiple priorities.
- Proficiency in Microsoft Office Suite such as Word and Excel.
- Experience with Salesforce or other data management platforms preferred.
- Experience in event coordination and/or program logistics.
- Demonstrated ability to build and maintain relationships with diverse stakeholders.
What We Offer
- A collaborative, engaging, and values-driven work environment.
- A comprehensive health and dental benefits package.
- A matching 403(b) retirement plan after one year of employment.
- A positive working culture that prioritizes employee wellness, with generous paid time off and an annual lifestyle allowance.
- A dynamic role engaging with the arts and communities throughout New York City.
How to Apply
Please submit your cover letter that reflects your interest in working with school programs and resume to jobs@midoriandfriends.org with the subject line “Program Administrator ” by Friday, February 20, 2026.
Midori & Friends is an equal opportunity employer. We welcome applicants from all backgrounds and are committed to creating a diverse and inclusive environment for all employees.