San Diego

Facilities Coordinator

About Us

The Conrad Prebys Performing Arts Center seeks a full-time Facilities Coordinator for the 49,000 square-foot campus, which is home to La Jolla Music Society. The Conrad, opened in 2019, houses a 500-seat concert hall, a flexible 200-seat performance area, multiple meeting spaces and a courtyard reception and performance area, as well as the administrative offices for La Jolla Music Society.

Position Overview

The Facilities Coordinator will work closely with the Facilities Manager to maintain the fabric of The Conrad and support all activities within the facility. The Coordinator will be a point of contact for internal and external clients seeking support and information from the Facilities Department of The Conrad. The Coordinator will provide administrative support to the Facilities Manager, manage Security badge and access assignments, database management, and maintain office records. The Facilities Coordinator, under the supervision of the Facilities Manager, will manage all outside contractors/vendors in support of the Facilities Department including maintaining records and contracts, coordinating project activities, and providing scheduling support. Finally, the Coordinator, along with the Facilities Manager, will act as ‘handy person’ for the facility in small maintenance projects. 

Duties and Responsibilities:

  • Work directly with Production and Rental staff to prepare The Conrad for each public event including but limited to: confirming housekeeping and security schedules; programming the Building Management System (BMS) per the event schedule; preparing the catering kitchen as needed; ensuring all public spaces are clean and patron ready; and assisting room set-up.
  • Assist the Facilities Manager in all aspects of project implementation as needed.
  • Support the Facilities Manager with external contacts as needed.
  • Manage the access-control database in conjunction with the Facilities Manager.
  • Represent the Facilities Department in inter-departmental meetings to support and facilitate communication and action between departments as needed.
  • Engage in minor maintenance, troubleshooting, programming and spot cleaning as required to assist in addressing concerns quickly and efficiently.
  • With Facilities Manager, manage public and staff safety, including staff & contract security personnel, camera systems, key & card access controls, safe egress, fire alarm, first aid kits, and AED maintenance and training.
  • Assist in coordinating regular testing and inspections of the mechanical, hydraulic, and fire/life safety systems.
  • Identify and remedy any potential safety hazards in public and staff areas.
  • Participates in the preparation of budget recommendations, may authorize the purchase of materials and monitors work activities and expenditures to control costs within specified parameters.
  • With Facilities Manager, maintain detailed records of maintenance and repairs.
  • Must be available to support evening and weekend events and performances, with a particularly full schedule during August for SummerFest.
  • Performs regular walk-thru inspections of facility noting and addressing deficiencies
  • Performs regular checks of First Aid Kits, AEDs and other safety equipment and materials
  • Other duties as assigned.

Finance & Administrative Assistant

Are you looking for an exciting opportunity with a good mix of administrative and finance responsibilities? Do you have a passion for the Arts? If so, this position might be for you! 

Position Overview

The Administrative & Finance Assistant provides support to the President & CEO and to the Finance Department. This individual serves are primary liaison to the Board of Directors and assists with general administrative duties and management.

Duties and Responsibilities

Administration and CEO Support

  • Provide general support to President & CEO, including scheduling meetings, preparing materials for meetings, confirming appointments, drafting business correspondence, organize travel, as needed.
  • Serve as liaison to the Board of Directors
    • Maintain Board records and documents, including contact lists, committee membership, tracking of Board terms, the Board Book
    • Assist with Board and Committee meetings, including scheduling, collecting attendance responses, drafting minutes, sending reminders, arranging meeting locations, creating online meeting links etc.
  • General office support
    • Gathering, sorting and distributing incoming mail; posting outgoing mail
    • Greeting guests visiting the administrative offices
    • Order company office supplies
  • Other duties as assigned.

Finance

  • Good written and verbal communication with finance team daily
  • Follow policies and procedures
  • Daily posting of invoices in the accounting system including proper attachments
  • Maintain master vendor list in Financial Edge
  • Ensure new vendors are set up in Financial Edge and submit W-9
  • Filing documents in physical and digital storage areas
  • Process remote bank deposits
  • Daily posting of reports from Tessitura for development and box office
  • Recording journal entries with proper attachment
  • Assist Administration and Finance Manager with projects as requested
  • Ensure timecards are completed by staff and submitted on time each pay period
  • Set up new employees in Paychex payroll system
  • Record daily bank activity in Financial Edge
  • Fielding incoming checks and invoices for processing

Education & Community Programming Coordinator

As one of the leading presenters of premier preforming arts, La Jolla Music Society provides unmatched access and learning opportunities to over 11,000 students and community members annually through its award-winning Education & Community Programming. LJMS offers over 150 education activities throughout the year­­, including an afterschool music program, a Fellowship Artist program, free community concerts, residencies with artists and ensembles like Midori and Complexions Contemporary Ballet, and so much more.

The Education & Community Programming Coordinator is integral in the coordination and administration of LJMS’s education and community engagement activities under the supervision of the Education & Community Programming Director. This position completes departmental administrative work and maintains departmental databases throughout the year, coordinates artist residency activities and the concert ticket program during the Winter Season, and coordinates community engagement activities during La Jolla Music Society’s renowned chamber music festival, SummerFest.

Duties & Responsibilities:

  • Assist with the planning, scheduling, and execution of artist residencies and community engagement activities, student performances, lectures, Musical Preludes, and master classes throughout the year.
  • Facilitate community engagement activities by transporting artists, hosting performance demonstrations, and
  • Work closely with the Marketing Department and Ticket Office to organize and distribute Education Tickets to groups at designated performances.
  • Assist in coordination of Community Music Center recitals and receptions, evaluation, and attendance
  • Work with the Artistic Programming Manager and Artistic Programming Coordinator to help acquire, prepare, distribute, and collect music for SummerFest performances as needed.
  • Work in consultation with the Production Manager and Education & Community Programming Director to input all education-related logistics in organizational calendar.
  • Assist in planning and execution of annual Community Arts Open House, Wu Tsai QRT.yrd concert series, and additional free community concerts.
  • Coordinate content schedule for brochure and program book publications, in addition to assisting in gathering content, editing, and proofing.
  • Process and track all department check requests and receipts.
  • Maintain departmental databases and calendar, including the coordination of external communication and key departmental deadlines.
  • Act as Artist Liaison at select performances and events, transporting artists and coordinating hospitality.
  • Assist with researching and identifying potential funding.
  • Take minutes at meetings and distribute communications to the Education Committee.
  • Concert duties and other projects as assigned.

Part-time Marketing & Development Associate

Position: Part-time Marketing & Development Associate

Location: 340 16th St., San Diego, CA

Category: Marketing/Development

Job Type: Part-time (20-25 hours a week)

Salary: $20 – $23

Type of Pay: Hourly

Contact Name: Jennifer de Poyen

Contact Email: sdspace4art@gmail.com

Space 4 Art seeks a highly motivated individual with strong service, interpersonal, and administrative skills, and a passion for the arts, to serve as the Marketing & Development Associate in a part-time role at a pivotal time in the organization’s history. Space 4 Art is an ambitious, dynamic arts nonprofit, and we are looking for an ambitious, dynamic development professional who could grow into a more senior role as we expand our capacity to #MakeSpace4Art in San Diego!

The Marketing & Development Associate must have a strong desire to improve and evolve our mission of providing affordable spaces for artists and establishing a dynamic creative center where artists live, work, mentor youth, and share their work with the community in an innovative and educational environment. This role requires hard work, organization, clear communication, a hunger to provide tangible value, a desire to learn, and strong resilience within a unique role at a small but rapidly growing organization. The successful candidate is an enthusiastic, self-motivated team player with excellent communication and people skills, superior attention to detail, and strong project management skills. The ideal candidate should be adept at reading both people and spreadsheets, and thrive on accomplishing goals and getting results.

This role will provide a wide range of development & communications support to the Director of Operations and Executive Director by planning and executing events; planning and executing social-media messaging, website updates, regular newsletters and blogs; collaborating on fund-raising campaigns including appeals messaging, impact reports, thank you notes, and donor database management; and communicating with individual, institutional, and corporate donors. This position is in-person at our East Village facility.

Candidates should have a Bachelor’s/Associate’s degree and/or demonstrated history of development / marketing experience or training. We are looking for someone with the desire, ability, and passion for our mission to grow with us as we build out our Arts Center project.

Join a small but mighty team that works hard, cares about each other, has a passion for the arts, and enjoys the positive impact of our work in San Diego!

RESPONSIBILITIES:

– Manage donor database (Little Green Light) to keep it up to date with donations and donor contacts
– Provide timely and appropriate acknowledgment and recognition to donors
– Pull donor reports for the team & Board of Directors, as needed, for budgeting and tracking purposes.
– Assist in planning and executing the logistics of artist and community events
– Responsible for promotion of events including but not limited to creation of flyers, event links, social media / email / website marketing
– Manage event invitations and follow/ups with VIPs including government officials, donors, corporate sponsors
– Create and send monthly newsletters via Mailchimp, with higher frequency during special campaigns and events
– Responsible for social media posts, at least weekly, and blog posts, at least monthly, and website updates, as needed
– Work with tenant-artists to source content like artist events, interviews, studio visits, and source content for regular blog posts in Squarespace and regular social-media postings.
– Collaborate with senior staff and manage communications for fundraising campaigns.
– Create and distribute impact report for donors and supporters, twice a year

EXPERIENCE & SKILLS:

– Demonstrated development / marketing experience, including event planning, preferably in the nonprofit field.
– Strong proficiency in Google Suite, Mailchimp, Canva, and Squarespace. Little Green Light database experience is a plus.
– Proficient in using social media (Facebook, Instagram, LinkedIn, Twitter, YouTube)
– Strong organizational skills with attention to detail.
– Ability to prioritize and manage multiple projects, follow-through and meet deadlines.
– Ability to work/problem-solve independently and collaborate in a team environment.

PERSONAL QUALIFICATIONS:

– Self-starter, with ability to work independently, give and take feedback, and identify and resolve problems.
– Must be able to appropriately communicate with individuals with diverse backgrounds and experiences, and remain consistent in keeping a professional demeanor at all times.
– Demonstrate good judgment, tact, and acceptance of differing points of view, cultures, and beliefs.
– A passion for our mission, and a desire and ability to grow with the organization into a more senior development role.

EDUCATION:

– Bachelor’s/Associate’s degree in relevant field or equivalent experience (2-3 years) in nonprofit development or marketing.
– Fundraising, Marketing, and/or Nonprofit Management training is a plus.

PHYSICAL REQUIREMENTS:

– Ability to occasionally stand and walk for a sustained period (events).
– Ability to bend, reach, climb stairs and lift frequently (events).
– Ability to lift up to 25 pounds occasionally (events).
– Ability to sit and work at a computer for extended periods (administration).

SPECIAL CONDITIONS:

– Valid California Driver’s License and good driving record.
– Proof of COVID-19 vaccination.
– Ability to drive and travel in the San Diego region.

TO APPLY, please send the following to the contact email listed.

– Subject Line: “Marketing & Development Associate”
– Cover Letter and Resume
– Professional References

Space 4 Art is an equal opportunity employer. We strive to reflect the diverse community we serve. Applicants who contribute to this diversity are strongly encouraged to apply. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

MISSION | What We Do: Space 4 Art seeks to establish a dynamic creative center where artists live, work, mentor youth, and share their work with the community in an innovative and educational environment.

We believe in Synergy — Artists from disparate backgrounds working together in proximity inspire each other.

We believe in the Power of art — Art is transformative and can lead to healthy growth in marginalized communities.

We believe in the Artistic dividend — Arts are an essential element of the cultural economy that attracts creative thinkers from other fields to our city.

We believe in Cultural diversity — Arts can fortify existing communities and traditional cultures.

We believe in Empowerment —Community design/build projects give artists control and connect them to their creations and communities.

We believe in the need for affordable SPACE for artists to #MakeSpace4Art!

Space 4 Art is supported by fundraising; in-kind services and materials; volunteer labor; and community, government, and corporate partnerships. This position is generously funded by grants from the Parker Foundation and The Conrad Prebys Foundation.

Athenaeum Art Center Bilingual Manager

The Athenaeum Art Center (AAC) seeks a Bilingual Manager to oversee day-to-day operations and establish new programming and outreach opportunities. The AAC is a location of the Athenaeum Music & Arts Library, a non-profit organization dedicated to providing music and arts library resources, studio art classes, and year-round exhibitions, concerts, lectures, and other public programs to San Diego communities. This position offers an opportunity to join the organization at an exciting moment of growth under new leadership. The AAC comprises an event and gallery space, a print and paper-making studio, and a studio art classroom inside the larger Bread + Salt complex in the Logan Heights neighborhood of San Diego.

 

About the Athenaeum Art Center: envisioned as an artist hub and multicultural community space, the Athenaeum Art Center is free and open to the public 3 days a week. Access to art and education is a key aspect of the AAC’s mission, which is reflected in the many free and bi-lingual programs offered at the space in addition to ticketed workshops, art classes, and concerts. The AAC is in Logan Heights, one of the oldest neighborhoods in San Diego and a culturally vibrant community. The AAC resides within the Bread & Salt building, a former bread factory that has been converted into an experimental art space.

 

Essential functions and responsibilities:

 

Act as the public face of the AAC to the Barrio Logan/Logan Heights community, as well as to visitors and patrons
Oversee the day-to-day operations of the AAC, including managing a calendar, facilities, event rentals, and maintenance; and tracking expenses
Work closely with the print studio manager, school of the arts staff, and other Athenaeum staff to liaise for concerts, artist talks, workshops, and classes
Work with the Executive Director and Athenaeum staff to collaborate on a strategic plan for the Athenaeum Art Center’s growth within the hyper-local community and the greater San Diego-Tijuana region
Help to reinvigorate an in-reach program for teens, including outreach visits to local schools, and hiring teaching artists
Create community partnerships with artists, arts leaders, other arts organizations in San Diego, and other Bread + Salt tenants
Assist with preparing information for grant applications, and identifying new ideas for funding and partnerships
Work with the Executive Director to create a robust program of multi-generational programming that draws audiences of all ages to drive year-round attendance and engage the community in the Athenaeum’s mission
Work with the Executive Director to organize exhibitions and related workshops, artists talks, and classes at the AAC
Attend staff meetings and select events at the La Jolla location
Attend the Barrio Art Crawl (second Saturday of each month)

Qualifications:

Fluent in reading, writing, and speaking Spanish and English
Background in visual arts education and programming, preferably in a museum, gallery, or non-profit arts space
In-depth knowledge of Chicanx culture, arts, and community
Ability to see the broader cultural landscape and help grow the Athenaeum’s reach in the San Diego-Tijuana region
Experience working in an office and liaising with multiple stakeholders
Ability to track and manage a budget and calendar
Enthusiasm for the AAC’s potential and a willingness to bring innovative suggestions to the table to foster its continued growth
Flexibility in scheduling to work evenings and weekends as needed

 

The AAC Bilingual Manager is a non-exempt, 32 hour per week, position (Tuesday/Thursday/Friday at Bread + Salt, 1 day/week for community outreach or weekend and evening activities) and reports to the Executive Director. Pay range is $26-28/hour, commensurate with experience. This is a full-time position with benefits, including a health care stipend, 2 weeks of paid vacation, 12 paid holidays, and a 403b retirement program.

 

Starting date: As soon as possible.

 

To apply, please submit a cover letter and resume addressed to Christie Mitchell, Executive Director to careers@ljathenaeum.org

 

The Athenaeum is an Equal Opportunity Employer. We are committed to treating all applicants and employees fairly based on their abilities, achievements, and experience, without regard to sex, race, age, disability, religion, national origin, color, sexual orientation, gender identity, or any other classification protected by law.

Youth Arts Academy Program Manager- Boys & Girls Clubs of San Dieguito

Rock Bands! Private music lessons! Building the self-esteem of talented youth! Sound enticing? Our Youth Arts Academy is seeking a standout individual to lead the program with inspiration and creativity! Being part of Boys & Girls Clubs of San Dieguito, this Program Manager‘s background would include at least this combination of experience and education:

  • At least 2 years in a manager/supervisory role
  • At least 2 years working in a youth-services organization
  • Bachelor’s degree in the music, business, or other related field, or some combination of the above work experience and education.

TO APPLY, PLEASE SEND BOTH A COVER LETTER AND RESUME TO HR@BGCSANDIEGUITO.ORG- DESCRIBING WHY YOU ARE INTERESTED IN THIS POSITION AND HOW YOU WOULD BE SUCCESSFUL. To learn more, please go to https://bgcsandieguito.org/programs/youth-arts-academy/. 

This position is an in person role located in beautiful Carmel Valley of San Diego (3800-A Mykonos Lane, San Diego, CA 92130)- Mon- Thurs, 11am- 5:30pm, and Fri, 9am-5:30pm. The role is budgeted for 32 hours/week, but there is flexibility in managing that schedule, so long as the Program Manager is available in the early evening to meet with and get to know the parents.

Salary Range: Depending on Experience- $20.00/hour- $24.00/hour

The role is also FULL-TIME WITH BENEFITS…and oh do we have an AMAZING BENEFITS PACKAGE!!! After a 30-day/1st-of-the-next-month waiting period, you become eligible for these benefits: Medical, dental, vision, life insurance, Employee Assistance Program, Long-Term Disability, Flexible Spending Account, Voluntary Supplemental Insurance, 13 paid Holidays, 15 days accrued vacation over 12 months, sick time, legal services, Identity Theft monitoring, and Pet Care Insurance! Also, 401k is available after 1 year, with an employer match at 100% up to 5%!!

What is YAA all about? YAA offers music classes, rock band classes, and private lessons. We also may offer dance and/or theater performing arts dependent on the talents, experiences, and background of the new incoming YAA Program Manager. You can check out more details here on our website: https://bgcsandieguito.org/programs/youth-arts-academy/

What does the YAA Program Manager do? This role ensures that youth ages 5-18 have access to a myriad of quality programs designed to stimulate growth and creativity while expressing themselves through music. Sounds cool, doesn’t it?! And wait until you see these talented youth perform! WOW!

Under the supervision of the Chief Operating Officer, the YAA Program Manager is responsible for managing the day-to-day operations of YAA. This includes planning, marketing, recruiting, implementing, supervising and evaluating YAA programs. Your primary focus would be on maintaining membership levels and supervising staff, driving effective service delivery while growing community involvement, managing budgetary constraints, and developing fundraising opportunities.

For more details of the day-to-day workings of the job, take a look through this list:

Administrative

1. Manage YAA budget and financial resources and support the development of the annual program budget by providing accurate budget projections.

2. Learn and utilize the designated registration system to manage billing, registrations and reporting effectively and accurately. (EZ Facility)

3. Responsible for the hiring and scheduling, and the support and supervision of 5-10 music instructors.

4. Organizes parent/guardian communications to coordinate and schedule private and group music lessons for youth members ages 5-18.

5. Develop and maintain accurate inventories of all music equipment and plan for equipment lifespan.

6. Responsible for new equipment procurement (purchases and/or donations).

Community Outreach

1. Through Marketing and Public Relations increase visibility of YAA programs via social media, posting marketing materials, and developing announcements of upcoming events.

2. Steward the operational vision of YAA and actively seek collaborations with local school administrators, music teachers, and stakeholders; anyone of special interest in helping to advance the mission of YAA.

3. Positively represent BGC San Dieguito and YAA through all community interactions.

Leadership

1. In keeping with the Formula for Impact objectives, oversees the daily operations of YAA programs, services, activities, and events.

2. Provide day-to-day leadership that mirrors the adopted mission and core values.

3. Demonstrate strong leadership skills while helping prepare Instructors and youth for success.

4. Provide oversight and leadership to help maintain the appearance, cleanliness, and organization of YAA’s program spaces; responsible for the daily opening, cleaning and closing procedures.

5. Participate in staff and leadership meetings; conduct Instructor trainings and meetings as needed.

6. Ensure a productive work environment and seek inclusion of music instructors’ input on programming.

Program Development

1. Support the design and content of YAA’s core program offerings: private music lessons, group music lesson, and rock bands. Dance and/or theater may be additionally offered dependent on the background and experiences of the new Program Manager.

2. Spearhead and effectively implement YAA programs, services, and activities for youth, including the development and implementation of new music programs.

3. Manage and evaluate quality in Youth Arts Academy program activities and development.

4. Support Instructors in the design of rock and concert band performances.

5. Organize and coordinate parent volunteer groups to support performances.

6. Create an environment that facilitates the achievement of Youth Development Outcomes:

o Promote and stimulate program participation

o Register new members and participate in their club orientation process

o Provide guidance and role modeling to members

o Develop reports to illustrate YAA outputs, outcomes, and stories of impact.

Program Evaluation and Reporting

1. Collaborate with the COO and CEO to establish the YAA Annual Operating Plan and program goals.

2. Accurately project program outputs: adjust programs and activities to help meet goals.

3. Supervise the conduct, safety, security and development of members and staff.

4. Develop guidelines and processes to support accuracy and efficiency in processes; instructor and youth attendance, participation in events, sign-in/sign-out procedures; feedback from parents; monthly scholarship tracking.

Minimum Qualifications

Education

Bachelor’s Degree in business, music, or some other related field.

Experience

Minimum of 2-3 years’ demonstrated experience or equivalent in related field working at a manager level in a youth-service organization. Demonstrated experience in non-profit organization and knowledge of music programs highly desirable. Combination of education and related experience applicable.

Prior supervisory experience required.
Must have or be able to obtain a valid CA driver’s license and insurable driving record.
Must have or be available to obtain CPR and First Aid certification (will provide training).
Successful completion of pre-employment drug screening and background clearance.
Demonstrated ability to effectively organize and schedule a calendar of events.
Knowledge of youth development, music programs.
Strong oral and written communication skills; in person, over the phone, and via e-mail.
Communicate effectively with youth, parents, staff, and volunteers.
Self-starter with excellent organizational skills and a good sense of prioritizing, time management, and follow through.
Relationship building and teamwork skills.

Please send BOTH a cover letter and resume to help us get to know you better and learn how you may be the best candidate for this position!

Boys & Girls Clubs of San Dieguito is an equal employment opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), sexual orientation, or any other characteristic protected by law.

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