Program Coordinator

Company Description:

The Collinsworth School of Performing Arts at California Baptist University (CBU) is a spiritually vibrant academic community that integrates high-level artistic training with intentional personal and professional development. The school offers a rigorous educational environment characterized by strong scholarship, rich musical diversity, and dynamic teaching. Students participate in a prolific performance culture, with more than 300 concert performances and theatrical productions each year. The School of Performing Arts prepares individuals for careers as musicians, producers, educators, technicians, actors, and worship facilitators, emphasizing both craft and character. CBU Commercial Music operates within this environment, providing specialized training for students pursuing commercial and contemporary music pathways.

Role Description:

The Program Coordinator supports the Commercial Music program through operational execution, communication management, and coordination of day-to-day program activity. This position exists to maintain continuity, visibility, and momentum across a dynamic, event-driven academic environment.

This is not a passive, task-based, or creatively driven role. It is a structured, accountability-based position requiring consistency, responsiveness, and professional judgment.

Key Skills:

- Executive administrative assistance capabilities, such as calendar coordination/scheduling. meeting preparation, and support for leadership.

- Proficiency with office software (Google Workspace) and basic data entry/record-keeping skills.

- Strong time management, attention to detail, and organizational skills.

- Clear and timely communication with leadership, students, and any other coordinators is a must.

Work Structure and Availability:

This role operates under an on-call framework.

- Availability window: 7:30 AM – 7:30 PM  

- Weekly allocation: approximately 18–20 hours per week    

- Work is assigned in flexible blocks within this window  

- Minimum expectation of one on-site day per week; additional on-site days may be required at the discretion of the Division Director  

“On call” means:

- Continuous active work is not required throughout the entire window  

- The role must remain reachable, responsive, and ready to engage when needed  

- Periods of low activity are expected and acceptable  

- When communication or tasks arise, response and engagement must occur promptly  

This structure is standard in professional environments where workflow is situational and time-sensitive, including live production, technology operations, and leadership support roles.

Workload Distribution:

- Weekly hours may fluctuate based on program needs  

- Some weeks may exceed the standard weekly allocation (e.g., midterms, events, finals)  

- Overages must be balanced by reduced hours in lighter weeks  

- Total hours are managed across the semester, not fixed rigidly week-to-week  

Weekly Reporting Requirements

- A weekly report is required at the end of each work week  

- Report must include:

  1. Hours worked (broken down by day)  

  2. Tasks completed  

  3. Planned focus for the upcoming week  

This reporting is required for visibility, alignment, and approval of hours.

Core responsibilities for the Program Coordinator include but are not limited to:

- Program communication and coordination  

- Handling correspondence and inquiries in a timely and efficient manner

- Student follow-up and traffic management  

- Provides additional support to students as needed, seeking solutions and answers while complying with set policies

- Scheduling and calendar coordination  

- Managing scheduling/calendars, including meetings, classes, deadlines, and any other appointments

- Grading workflow support and course logistics

- Executes administrative support functions in accordance with professor/university policies

- Recording minutes of meetings or class for future reference

- Grading student assignments as needed

- Event and concert coordination

- Working with other departments as needed to ensure smooth operations of event

- Booking performers/assembling schedules to align with performer and audience availability

- Program documentation and organizational systems 

- Researching, processing, and/or reporting numerical data and records to assist staff

- May be required to coordinate/perform clerical duties, which may be related to purchasing, inventory, spreadsheets and/or database management, collection, and/or budgeting

- Task tracking and deadline management  

- Conducts regular administrative procedures, including but not limited to meeting preparation/coordination, maintenance of systems and information, and other duties as assigned in support of faculty.

The role is responsible for ensuring that program operations move forward without interruption or loss of visibility.

Communication and Responsiveness Standards

Communication is the primary performance metric of this role.

During scheduled availability:

- Messages must be acknowledged within a reasonable and consistent timeframe  

- Repeated follow-up to obtain responses is not acceptable  

- Delays, conflicts, or changes must be communicated in advance  

- Updates must be clear, direct, and actionable  

Lack of communication is treated as a failure of execution, regardless of task completion status.

Failure to meet communication expectations may result in:

- transition to a fixed schedule  

- reduction of role flexibility  

- formal performance escalation  

Work Style Requirements:

This role requires:

- Continuous awareness of incoming communication and tasks  

- Consistent engagement during scheduled availability  

- Proactive reporting of status, progress, and delays  

- Alignment with defined expectations rather than personal judgment of urgency  

The role does not function effectively under the following conditions:

- Delayed or inconsistent responses  

- Batching work at the end of the day  

- Going offline during scheduled availability without notice  

- Independently deciding which communications warrant response  

Structure and Reporting:

- Reports directly to the Commercial Music Program Director  

- Supports the Commercial Music division centrally  

- Not assigned across multiple supervisors or faculty  

- All priorities and direction flow through a single reporting line  

Compensation Context

- Compensation is structured at $53 per hour within a capped-hour framework  

- Total hours are approved in advance and may not exceed the semester maximum  

- Hour distribution is flexible and tied to program needs, not fixed daily schedules  

Success Criteria:

Success in this role is defined by:

- Consistent, reliable communication  

- No dependency on follow-up to maintain progress  

- Clear visibility into task status at all times  

- Smooth execution of program operations without bottlenecks  

- Ability to maintain momentum in a dynamic, real-time environment  

Professional Standard:

This role operates within a corporate accountability framework, not a gig-based or informal structure.

It requires:

- Reliability  

- Responsiveness  

- Ownership of communication  

- Ability to manage unstructured time without disengagement  

The flexibility of the role exists in exchange for consistent performance and professional discipline.