Coordinator, Education Administration

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:  

• Ability to manage simultaneous deadlines and prioritize responsibilities
• Ability to remain calm, focused, and positive in a high-paced environment
• Meticulous attention to detail and excellent organizational skills
• Excellent computer skills, including Microsoft Office Suite
• Outstanding interpersonal skills
• Ability to forge strong working relationships with all colleagues
• Excellent writing, editing and proofreading skills
• Background in music or education preferred
• Ability to work flexible hours occasionally
• Commitment to furthering the values of diversity, equity, and inclusion in all aspects of the work