Coordinator, Education Administration

Job description

Since 1891, New York's Carnegie Hall has set the international standard for excellence in performance, presenting exceptional concerts by the world’s finest artists on its three iconic stages, from orchestral concerts, chamber music, contemporary offerings, and recitals to jazz, world, and popular music. Complementing its performance activities, Carnegie Hall’s Weill Music Institute creates extensive music education and social impact programs that annually serve more than 800,000 people worldwide, playing a central role in fulfilling Carnegie Hall's commitment to making great music accessible to as many people as possible. Department: Weill Music Institute (Education) Title of Position: Coordinator, Education Administration Reports to Position: Assistant Director, Education Administration Scope of Responsibilities: The Coordinator, Education Administration, is a key member of the Weill Music Institute (WMI), the education and social impact arm of Carnegie Hall. This role is responsible for supporting the day-to-day administrative operations that underpin WMI’s wide-ranging music education and community engagement programs locally, nationally, and internationally. The Coordinator ensures the smooth functioning of key departmental systems—including budgeting, contracting, payments, data management, and internal coordination. This position helps foster a culture of collaboration, and open communication across the department and serves as a key liaison between WMI and other Carnegie Hall departments. Tasks & Responsibilities: • Collect, review, and maintain all required documentation for contracted individuals and organizations, including tax forms and banking information. • Assist in the preparation, tracking, and processing of contracts and partnership agreements in collaboration with the Manager, Education Administration. • Coordinate weekly payments for temporary employees and independent contractors in partnership with the Manager, Education Administration, WMI program teams, and the Human Resources and Finance departments. • Manage financial operations related to vendor payments, employee reimbursements, and corporate credit card reconciliations. • Ensure the accurate and timely processing of invoices, including managing approval workflows and follow-up as needed. • Maintain organized and up-to-date records of financial transactions and supporting documentation. • Create and manage constituent records in Tessitura for teaching artists, contractors, and partners. • Support Creative Services workflows by tracking and facilitating marketing and design approvals in coordination with program teams and the Assistant Director, Education Administration. • Assist with monthly and year-end budget reconciliation, reclass requests, and budget projections; maintain and regularly update internal budget tracking systems; and support program teams with financial reporting and the preparation of documentation for Finance and Development and other Carnegie Hall departments. • Support the collection, recording, and reporting of participation data. • Provide project-based support to WMI program teams as needed. Skills & Qualifications: • Collect, review, and maintain all required documentation for contracted individuals and organizations, including tax forms and banking information. • Assist in the preparation, tracking, and processing of contracts and partnership agreements in collaboration with the Manager, Education Administration. • Coordinate weekly payments for temporary employees and independent contractors in partnership with the Manager, Education Administration, WMI program teams, and the Human Resources and Finance departments. • Manage financial operations related to vendor payments, employee reimbursements, and corporate credit card reconciliations. • Ensure the accurate and timely processing of invoices, including managing approval workflows and follow-up as needed. • Maintain organized and up-to-date records of financial transactions and supporting documentation. • Create and manage constituent records in Tessitura for teaching artists, contractors, and partners. • Support Creative Services workflows by tracking and facilitating marketing and design approvals in coordination with program teams and the Assistant Director, Education Administration. • Assist with monthly and year-end budget reconciliation, reclass requests, and budget projections; maintain and regularly update internal budget tracking systems; and support program teams with financial reporting and the preparation of documentation for Finance and Development and other Carnegie Hall departments. • Support the collection, recording, and reporting of participation data. • Provide project-based support to WMI program teams as needed. To apply please submit a COVER LETTER with your resume. Carnegie Hall is an equal opportunity employer, committed to diversity and inclusion in the workplace. Decisions concerning employment are made on the basis of an individual’s qualifications to contribute to meeting Carnegie Hall’s needs, and Carnegie Hall is committed not to discriminate against individuals on the basis of race, color, national origin, citizenship, religion, sex (including gender identity, gender expression or status of being transgender), sexual orientation, marital status, familial status, status as a caregiver, status as a victim of domestic violence or sex offenses or stalking, criminal convictions (except where otherwise permitted by law), arrest record, credit history, pregnancy, age, mental or physical disability, veteran or military status, reproductive health decisions, or any other characteristic protected by law.