Program Coordinator

Job Title:  Program Coordinator

Reports to:  Deputy Director

FLSA Status: Non-Exempt, hourly

Date Created: April 27, 2026

Compensation: $25 per hour

Crocodile River Music, Inc. is a Worcester-based 501(c)3 organization founded in 2011.  Our mission is to connect audiences with African artists and cultures through performance and education. In the 15 years since our founding, we have served over 330,000 people through the arts of Africa!

We are seeking a highly-motivated person to be part of our office team.  Together we can build more operational capacity to support expanding our many organizational partnerships and deepen our impact in the communities we serve.

This is a great part-time opportunity, (20-30 hours per week) for an motivated individual with an interest in African cultures, to provide administrative support for this growing nonprofit organization.

The Program Coordinator supports the day-to-day operations of Crocodile River Music by managing scheduling, maintaining accurate systems, and ensuring timely communication with both clients and performers. The ideal candidate is highly organized, proactive, and able to anticipate needs while following through on details with both precision and professionalism.

General Administrative & Scheduling Coordination

• Respond to client and performer inquiries in a timely manner

• Manage scheduling for all programs and events

• Support Artistic Director’s weekly performer assignments

• Facilitate engagement logistics between clients and performers

• Assist with preparation of client-facing documents, such as proposals and reports

• Coordinate team meetings and maintain the organization’s calendars

Customer Relationship Management (CRM) Support

• Manage HubSpot, the organization’s comprehensive CRM database 

• Maintain accurate and updated data for all contacts and engagements

• Track proposal status and independently follow up on all pending details

• Generate summary reports for organizational review

Event & Program Logistics Support

• Maintain vendor lists and contract documentation

• Track event deadlines and production checklists

• Coordinate venue logistics, including permits and insurance certificates

• Assist with preparation of event documents

• Support post-event final documentation 

• Follow up with clients post-event and closeout jobs

• Support Bookkeeper with invoicing and payment processing

Development & Communications Support

• Support the Deputy Director in maintaining the donor database

• Process and track donor acknowledgments

• Assist with newsletters and email campaigns

• Assist with event registration tracking

• Update website events as needed

Compliance & Documentation Systems Support

• Maintain and update our digital and paper filing systems

• Organize Board of Directors’ meeting materials and documents

• Support preparation of quarterly and annual reports

• Perform other duties as needed

• 3 years experience in an administrative role
• Experience with Customer Relationship Management (CRM) software (HubSpot preferred)
• Experience with Google Suite tools (Docs, Sheets, Slides, Calendar)
• Strong attention to detail with accuracy and precision
• Ability to communicate effectively with customers, vendors and colleagues
• Excellent organizational, time management, communication, and customer service skills
• Ability to prioritize tasks, work independently, and meet deadlines

• Please send cover letter and resume to: Info@crocodilerivermusic.org