Position Overview
The Program Operations Coordinator, reporting to the Director of Arts and Culture, will support the execution of an average of 80 events annually - primarily concerts, film screenings, culinary workshops, author talks, holiday celebrations, historic tours, and private event rentals. The ideal candidate is passionate about our mission and, by extension, arts and culture, historic preservation, and the Boston Jewish immigrant story.
This person is the first person people encounter when engaging with The Vilna. From welcoming guests and supporting volunteers to providing technical assistance during events and spearheading new engagement initiatives, the Coordinator is engaged in all facets of our programming. This person plays a key role in the administration and marketing for our public programs, historic tours, event rentals, and engagement strategy.
The ideal candidate is experienced in event production, relationship engagement, programs and partnerships, marketing, and recruitment. The successful candidate possesses strong attention to detail with a proven track record of self-direction and is excited to deliver strong customer service and manage behind-the-scenes processes. Advanced data entry and digital skills, along with demonstrated experience in project management and organizational systems are important.
Responsibilities
Program Administration (40%)
- Support planning and execution of all programs.
- Administer logistics for multiple events simultaneously and liaise with talent, security, marketing, facilities staff throughout the advance planning phase.
- Compile information for program websites; create registration forms; monitor ticket sales.
- Maintain database accuracy and manage participant information.
- Attend the majority of Vilna events and ensure that their execution is smooth and organized.
Marketing, Communications and Engagement Strategy (40%)
- Implement our marketing strategy for public programs, event rentals and small group tours.
- Create and manage content for various platforms including website, social media, and mailers.
- Implement engagement strategies across our target audiences.
- Analyze marketing data and metrics to ensure campaigns are effective and adjust as needed.
- Foster a welcoming environment at programs, tours and event rentals.
- Recruit, engage and retain volunteers and docents for programs and tours.
Business Operations (20%)
- Be the first voice and face of The Vilna (answer the phones, respond to inquiries, welcome visitors).
- Reconcile monthly revenue and billing cycle with the bookkeeper.
- Coordinate vendors for purchases and services and maintain inventories.
- Manage internal organizational calendar for events, meetings, museum tours, etc.
Qualifications
Education and Experience
- Bachelor’s degree required or comparable experience
- At least 2 years of professional experience in program administration or in a related field
- Experience and skill in programming, engagement, database management, and operations
- Proficiency with Google Workspace, web platforms, and CRM tools (Donor View, Constant Contact) preferred; ability to learn computer programs quickly required
Ideal Qualities
- Aligned with The Vilna’s mission and values
- Highly organized and data-oriented: enjoys tracking to drive goal-oriented activities and success
- People-oriented, comfortable and eager to engage with program participants
- Takes initiative and can work independently, but likes to ask questions and collaborate
- Capacity to juggle multiple priorities efficiently while balancing overarching goals
- Superb interpersonal, verbal, written, and digital communication skills
- Thoroughness and attention to detail
- Curiosity and a willingness to learn
- This position requires availability to work during some evenings, weekends, and Jewish holidays
- Ability to lift up to 50 pounds
Salary & Benefits: $50,000 - $55,000, commensurate with experience. Competitive benefits.
Apply Now
Please send a cover letter and resume to [email protected] with subject: Program Operations Coordinator / [Your Name]. No phone calls, please.
Applications will close on Friday, January 3, 2025. Applicants will be interviewed on a rolling basis. We thank you for your interest in career opportunities at The Vilna.
About The Vilna Shul: Boston’s Center for Jewish Culture
The Vilna Shul is a cultural center in a historic synagogue building in downtown Boston. Our mission is to spark excitement and curiosity about Jewish culture and our American immigrant story through vibrant and meaningful experiences. Our vision is to be a place where arts, culture, tradition and ideas power personal connections, community and the pursuit of a more inclusive society.
The Vilna Shul provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, The Vilna Shul complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.