Program Assistant

MUSIC ORCHARD RICHMOND

Program Assistant

Job Description

Position

Program Assistant

Organization

Music Orchard Richmond

Primary Site

East End, Richmond, VA

Reports To

Executive Director

Type

Part-Time, Paid

Classification

Non Exempt

Hours

15 or less a week, mid-September - end of May, potential for more hours.

Location

Richmond, VA

About Music Orchard Richmond

Music Orchard Richmond is a nonprofit organization dedicated to providing inclusive access to high-quality music education for K–12 students in Richmond, VA. We believe every student deserves the opportunity to experience the joy and discipline of music, regardless of background or resources.

Position Summary

The Program Assistant is an essential on-the-ground role that keeps Music Orchard Richmond's programming running smoothly for students and families. This position is primarily based in the East End where the Program Assistant ensures students get where they need to be, attendance is tracked accurately, and families stay informed and connected. While this program is the primary focus, this role may support other Music Orchard Richmond programs and sites as needed.

We're looking for someone organized, personable, and dependable — a connector who takes pride in making things run well behind the scenes and is committed to serving Richmond's youth and families. Employment is at-will. This job description is not a contract of employment.

Key Responsibilities

On-Site Program Coordination

Serve as the primary point of presence at our East End program during program hoursDirect students to the correct classrooms, teachers, and activities at the start of each sessionMonitor student movement and transitions to ensure safety and smooth flow throughout the programCoordinate with teaching artists and site staff to manage room assignments and any last-minute changesAssist with setup and breakdown of program spaces before and after sessionsAttendance & Recordkeeping

Take accurate attendance at each program session and maintain up-to-date recordsTrack patterns in student participation and flag concerns to the Executive DirectorSupport data entry and reporting for program outcomes and grant complianceMaintain organized physical and digital files related to student enrollment and attendanceFamily & Parent Communication

Serve as a warm, approachable contact for parents and guardians at drop-off and pick-upCommunicate program schedules, changes, and reminders to families via phone, text, or emailHelp coordinate and send communications on behalf of Music Orchard Richmond to program familiesAssist with scheduling — including lessons, makeup sessions, and student performances — in coordination with teaching artists and familiesTranslate information accessibly for families who may have limited English proficiency, if applicableMentor Supervision & Scheduling

Directly supervise Music Orchard Richmond mentors on a day-to-day basis, providing guidance, accountability, and supportBuild and maintain mentor schedules, ensuring adequate coverage across program sessions and student assignmentsManage mentor absences — including tracking, arranging coverage, and communicating changes to affected students, families, and teaching artistsServe as the primary point of contact for mentors regarding scheduling questions, expectations, and on-site concernsCommunicate mentor performance observations and any concerns to the Executive DirectorGeneral Program Support

Represent Music Orchard Richmond professionally and enthusiastically at all timesSupport student performances, showcases, and community events as neededCommunicate any student safety concerns, behavioral issues, or facility needs to the Executive Director promptlyTake on additional program support tasks as the organization grows and needs evolve

Qualifications

Required

Experience working with K–12 students in an educational, youth development, or community settingStrong organizational skills and attention to detail — you keep track of the details so nothing falls through the cracksExcellent interpersonal and communication skills, especially with parents and familiesReliable, punctual, and able to maintain a consistent presence during program hoursComfortable with basic recordkeeping, data entry, and written communicationsWarm, professional demeanor and a genuine commitment to serving youth and families in RichmondPreferred

Experience in a nonprofit, school, or community-based organizationBilingual or multilingual skills are a plusInterest in music or the arts

Schedule & Work Environment

This is a part-time position. Hours are primarily during after-school program sessions in the East End, with occasional availability needed for student performances and events. The Executive Director will work with the selected candidate to finalize the weekly schedule. Additional hours may be approved if there is need and interest.

Compensation

$15–$25 per hour, commensurate with experience. Music Orchard Richmond does not ask for or consider prior salary history in hiring decisions.

How to Apply

Please send a resume and a brief cover letter — tell us a little about your experience working with young people and families, and why this role resonates with you.

Please send application materials to [email protected] with subject line of Program Assistant Application.

Music Orchard Richmond is an equal opportunity employer. We are committed to building a team that reflects the diversity of the Richmond community we serve.

musicorchardrichmond.org | Richmond, VA