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Program Operations Coordinator

Casa Romantica Cultural Center and Gardens

  • CATEGORY Education/Program
  • LOCATION San Clemente, CA
  • DATE JULY 27, 2020
  • JOB TYPE Full Time
  • COMPENSATION 38,000-45,000 annually
  • POSITION LEVEL Entry (up to 2 yrs exp)
Program Operations Coordinator at Casa Romantica Cultural Center and Gardens

Summary: The Program Operations Coordinator at Casa Romantica facilitates the operation of Casa Romantica’s mission-based artistic and educational programs. This role provides crucial support to the Program Director for all onsite and virtual cultural events and programs, coordinating all aspects of program planning, executing and evaluation for each.
Additional activities include information retrieval for budgets, communicating with outside vendors and performers, and event set up and supervision. This is a full-time salaried position with benefits, reporting to the Program Director.
About Casa Romantica Cultural Center and Gardens
Casa Romantica Cultural Center and Gardens is a non-profit 501(c)3 organization and is the historic home of the founder of the City of San Clemente. Casa Romantica provides programs for all ages in arts, music, history, and horticulture and is a premier Southern California cultural center.
Primary Responsibilities
  • Program logistics coordination encompassing travel arrangements, contract management, event needs, catering, audio/video, registration, signage, and materials production for approximately 100 cultural events annually (95% onsite, 5% virtual).
  • Onsite event coordination encompassing event set-up and break-down, greeting and supervising performers, vendors, and/or volunteers, executing all plans and timelines, publicly introducing performer(s) or presenter(s) to attendees at the start of events, and ensuring that programs/events run smoothly.
  • Assist the Program Director with determining event needs including decor, themes, lay-out and logistics, equipment rentals, ambience, selections of food, wine or other refreshments.
  • Communicate and correspond with performers, artists, and instructors, as well as outside vendors for valet, equipment rental, instrument rental/servicing, and catering.
  • Complete detailed event timelines and schematics for each event.
  • Monitor program budgets, payments, and contracts.
Additional Responsibilities
  • Oversee and coordinate the monthly Student Art displays during our D. Yoder Sundays.
  • Provide support with the logistics of Casa Romantica Music Festival and Academy, The Summer Dance Workshop and Spring Break Arts Week educational events.
  • Research content (artists/presenters/themes), guidelines, and other critical components of each program for current and upcoming seasons that fulfills and advances Casa Romantica's mission.
  • Assist in developing program strategies and evaluations concurrent with Casa Romantica's mission.
  • Perform any other departmental duties or special projects as directed by Program Director and Executive Director.
Qualifications – Education/Experience
  • Must possess an undergraduate degree. A degree in communications, business, artsadministration or a related field is preferred.
  • Experience working in visual/performing arts preferred. Must be culturally literate, with knowledge and appreciation of the performing and visual arts,
  • Must have completed at least one internship or served a minimum of 1-2 years professional experience in the work force.\

Qualifications – Functional
  • Must be available to attend and work all cultural center events and fundraisers, many of which are on weeknight evenings and some of which are on weekends.
  • Must have a reliable driving record and ability to perform transportation duties if needed.
Qualifications – Professional
  • Must demonstrate high level of professionalism when interacting with customers, artists, vendors and donors.
  • Must communicate on behalf of Casa Romantica with professionalism, discretion, and diplomacy.
  • Must demonstrate excellent oral and written communication, with mastery of spelling and grammar, and professional, diplomatic word choice/tone of speech.
  • Must remain calm and organized even in situations where events do not happen as planned.
  • Must demonstrate ability to effectively set expectations and goals, plan, organize, control, and evaluate work.
  • Must be punctual, well-organized, and plan/test operations well in advance of any event.
  • Must demonstrate strong interpersonal and analytical skills and be comfortable working in a fast-paced, deadline-oriented team environment.
  • Must have both a productive and qualitative work ethic, completing work with accuracy in a timely manner.
  • Must act as a brand steward of Casa Romantica’s mission both at work and on one’s own time.
Qualifications – Software and Equipment
  • Must be knowledgeable in Microsoft Office programs (Word, Excel, Powerpoint) and Google office programs (Drive, Docs, Sheets, Keynote, Forms).
  • Experience using a CRM such as Neon, Tessitura or PatronManager preferred.
  • Must be comfortable using a PC (Windows OS) computer.
  • Experience using A/V equipment preferred.
Other Competencies
  • Diversity - Shows respect and sensitivity for cultural differences.
  • Ethics - Treats people with respect; Works with integrity and ethically; upholds organizational values.
  • Organizational Support - Follows policies and procedures; Supports organization's goals and values.
  • Professionalism - Treats others with respect and consideration regardless of their status or position.
  • Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality.
  • Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.
  • Adaptability - Adapts to changes in the work environment.
  • Attendance/Punctuality - Is consistently at work and on time.
  • Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions.
  • Initiative - Asks for and offers help when needed.
  • Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the responsibilities, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is frequently required to stand, walk, reach with arms and hands, climb stairs and to stoop, kneel or crouch. Vision abilities required by this job include close vision. The employee must occasionally lift and/or move up to 20 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The physical environment requires the employee to work both inside and outside. The employee is frequently exposed to noise and a regular flow of people around the office. May be requested to work overtime and weekends for special program events.
Casa Romantica is an equal opportunity employer.
To apply:
Please email your resume and a letter of interest addressed to Kylie Travis, Program Director to BOTH emails: travis@casaromantica.org AND behrens@casaromantica.org. Submissions will not be considered without both documents.