Site Coordinator, Sistema Ravinia Lawndale

At Ravinia, we believe in the transformative power of shared, live-music moments and their ability to inspire individuals, strengthen communities, and foster a more connected world. Beyond presenting outstanding performances by the world’s greatest musicians, our mission as a not-for-profit organization is to develop broader, more diverse audiences and performers in the music industry with our Reach Teach Play® community engagement and education programs, our Steans Institute’s collaborative and experiential artistic training programs, and more. Together, Ravinia’s initiatives serve tens of thousands of students, families, and emerging professional musicians.

About the role

The Site Coordinator provides vital daily support to ensure Sistema Ravinia site systems and needs are met with consistency and care. Viewed through the lens of daily operations, this role is the first responder for the program’s logistical needs and is responsible for the direct implementation and daily oversight of logistical and administrative systems. The Site Coordinator is a key member of the administrative team and ensures the learning environment is prepared for success.

Responsibilities

• Program Materials & Environment: 40%
  • Proactively prepare, maintain, and distribute instructional materials, instruments, equipment, and uniforms for students and instructors across program sites as directed.
  • Maintain the daily organization, cleanliness, and decoration of instrument storage areas, rehearsal areas, and office spaces.
  • Ensure instruments, equipment, and program materials are stored safely and securely at all times.
• Program Logistics and Operations Support: 25%
  • Support rehearsal/performance set up and logistical flow for daily programming and special events.
  • Support routine inventory audits and maintain accurate inventory records; proactively communicating needs before shortages occur.
  • Assist with securing and transporting instruments and equipment for performances, camps, and special events.
  • Coordinate daily instrument and supply check-out/check-in; flag items in need of repair for the Site Manager.
• Communication & Community Support: 20%
  • Serve as a welcoming and responsive point of contact for students, families, instructors, and school staff.
  • Support the Site Manager with student and family communication; including phone calls, email, messaging, forms, and basic Canva design.
  • Provide real-time logistical support to instructors and students to ensure a positive program experience for all stakeholders.
• Data Entry & Administrative Support: 15%
  • Perform timely and accurate data entry into the student information system, ensuring student records and assessment data remain current.
  • Record and verify daily student attendance and assist with attendance follow-up for recurring absences.
  • Assist with student registration, enrollment updates, and collection of required program documentation.
  • Maintain organized digital and physical filing systems.
• Other duties as assigned to support successful program operations.

Requirements

• High attention to detail; ability to manage multiple tasks in a high-energy environment.
• Desire to work with students and youth in a school setting.
• Ability to interact warmly and professionally with a diverse community of students, parents, and school staff.
• Proficiency in Spanish is preferred for this role.
• Bachelor’s Degree in music, education, or arts administration preferred or equivalent experience.
• Experience in a support or administrative role, preferably in a school, nonprofit, or community-based setting.
• Familiarity with data entry and Google Workspace (Docs/Sheets).
• Access to reliable transportation to travel between program sites and events is required.

Success Factors

• Program sites and stakeholders are equipped with the materials needed for success.
• Student data is entered promptly and without errors.
• Program needs are handled quickly and efficiently.
• Alignment with Ravinia and Reach Teach Play mission and values.

Work Environment

• This is a fully in-person role working daily at school locations throughout the Austin and Lawndale communities of Chicago.
• Occasional work onsite at Ravinia.
• Availability to work weekends and evenings for rehearsals, concerts, and special events as needed.
• Fast-paced, collaborative, and team-based environment: daily interactions with students, teachers, school partners, and families.

Pay

$45,000 - $50,000, non-exempt.

Benefits

• Employee Assistance Program (EAP): Access to confidential resources that support mental health, well-being, and work-life balance.
• Chicago Paid Leave: Eligibility for paid time off in accordance with the City of Chicago’s Paid Leave Ordinance.
• Chicago Sick Leave: Accrued sick leave in compliance with Chicago Sick Leave requirements, available for personal illness or to care for eligible family members.
• Workers Comp Coverage: If you are hurt while working, workers compensation will cover the costs of injury and recovery.
• Unemployment Benefits: Eligible to file for unemployment.