Program Administrator

ROLE SUMMARY

The Program Administrator is a key member of the Mosaic team. Reporting to the Artistic Associate, the Programs Administrator works directly with youth, families, teaching artists, and school & community partners to support Mosaic’s goal to provide equitable access to intensive and consistent transformative arts experiences for Detroit-area youth. The role plays a crucial part in ensuring the smooth operation of Mosaic's programs and events.

ESSENTIAL FUNCTIONS

●     Assemble and maintain computer-based and hard-copy young artist files. Update files to reflect participant activity, completion of program requirements or tasks, eligibility for awards and events, changes in addresses, and/or status, administrative activity of unit, and reference materials.

●     Perform complex typing duties and process complex documentation with the use of appropriate software, e.g. record and format minutes, type rehearsal reports and summaries, and perform layout duties and complex spreadsheet design.

●     Maintain program databases. This includes tracking attendance, contact hours, and program KPIs. Conduct, tabulate, and communicate results of youth, parent, and partner surveys throughout the season. 

●     Maintain and assist in the establishment of program and activity calendars, timetables, and communications. Schedule conferences, events, community performances, meetings, and youth interviews. Arrange necessary supplies, equipment, and amenities for assigned program functions and office, and prepare and gather paperwork for events. Communicate and confirm schedules, event details, and logistical needs to staff and stakeholders.

●     Work with the team to ensure a safe and high-impact creative youth development experience for youth and alumni by developing appropriate positive relationships with youth, parents, and teaching artists, and guest artists and providing outstanding customer service to these and other stakeholders.

●     Gather information necessary for staff to make decisions and perform work. Follow-up on missing information; verify records; update program and/or participant status; make recommendations for assigned activities requiring selecting/casting. Assist the Artistic Associates with information and documentation necessary for the completion of program evaluation, reports, publicity, and development.

●     Work as on-site contact for ensemble rehearsals, productions, assigned performances, tours, and events. This includes chaperoning and driving young artists in Mosaic-approved vehicles during field trips, travel, and performances and representing Mosaic at organizational events and in the community as necessary.

●     Attends assigned program meetings (i.e. orientation, program planning/improvement meetings, professional development meetings).

●     Develops and distributes program written and verbal communications with current and prospective parents and young artists. This includes receiving and directing incoming phone calls and visitors. Provide information to current and prospective youth/ families, staff and the general public about records, events, and programs policies, procedures and requirements; assist with problem solving. Manages young artists and parent virtual spaces and ensures that announcements and logistics are communicated clearly and timely. 

●    Recruit and enroll young people in Mosaic programs via various platforms (including events, social media, website, e-mail, and phone). Utilizes data analytics to assess the effectiveness of recruitment efforts.

●    Manage, engage, and nurture relationships with youth ensemble alumni.

●     Perform related work as assigned.

QUALIFICATIONS

●     High School graduate with additional business or education related coursework or an equivalent combination of education and/or experience.

●     Mission-focused and results-driven. You are committed to supporting the mission and vision of Mosaic Youth Theatre of Detroit and responding to challenges with integrity, and reflecting Mosaic’s values to 1) Strive for Excellence 2) Build Community 3) Dream Boldly and 4) Embrace Joy

●     Detail oriented and organized. You are a master with detailed information, love organization, and execute activities with a high degree of accuracy and consistency.

●     An excellent communicator. You can listen and read attentively and effectively communicate complex information in a way that is easily digestible for internal and external stakeholders. You have strong writing skills to support the development of compelling reports and proposals.

●     Project management. You excel at coordinating multiple moving parts and understand how to prioritize effectively and when to tap into the strengths of others for the success of the project.

●     Community builder. You are committed to fostering a positive work environment and are sensitive to the needs of individuals. You value diverse perspectives and utilize strong interpersonal skills to pursue the best outcomes in all relationships.

●     Professionalism. You work well collectively and individually. You have a high degree of integrity, empathy, emotional intelligence, and self-awareness.

●     Provides your own means of reliable transportation to and from all work assignments.