Programs Coordinator

About Historic Yellow Springs

Historic Yellow Springs is a living village steeped in a distinguished history, tradition, and folklore that stirs the imagination of those who visit. The village spans 300 years of American history. Today, the village includes 11 buildings and 142 acres. HYS continues to host a wide range of fine art, sculpture and ceramic classes for adults, teens and children, boasts some of the best art shows in the area, contains a beautiful venue for weddings and events and hosts numerous trails for all who visit to enjoy, including passing the Revolutionary War hospital commissioned by then General Washington.

Our Mission

The mission of Historic Yellow Springs, Inc. is to share, preserve and celebrate the unique living village of Yellow Springs.

Job Summary

The Programs Coordinator plays a crucial role in coordinating and managing outward facing experiences, events, and programs at Historic Yellow Springs. This role focuses on collaboration with various departments to maximize the impact and help connect experiential opportunities for our target audiences. The ideal person for this role will have a working knowledge of the mission and how its components of art, history and environment interact in effective programming, a curiosity that helps them see new ways of connecting topics, and a hunger for building community engagement in programs. They will bring enthusiasm, innovative ideas, and strong organizational skills to the table, to help build trust through success. Effective communication, execution of tasks, and proactive management of expectations are key factors for achieving success in this role.

Essential Job Functions

1. Program Planning, Coordination, and Delivery
   • Coordinate the scheduling, logistics, and implementation of year-round workshops, classes, private group experiences, and special events in collaboration with the Programs Director.
   • Manage program calendars, registration, participant communications, and coordination with instructors and facility staff to ensure programs are well-organized and properly resourced.
   • Track enrollment and participation, support program evaluations, and identify opportunities to improve program delivery, operational efficiency, and participant experience.
2. Community Engagement and Partnership Development
   • Build and maintain relationships with schools, artists, community organizations, local businesses, and other partners to expand participation and strengthen community connections.
   • Research and coordinate collaborative programs, private workshops, group experiences, and off-site activities that connect new audiences with HYS’s artistic, historic, and environmental resources.
   • Work with the Programs Director and community partners to identify emerging opportunities, develop new offerings, and encourage participation from diverse audiences.
3. Program Communications, Promotion, and Administration
   • Coordinate with marketing, communications, and graphic design staff to develop and distribute program descriptions, promotional materials, website updates, email communications, and social media content.
   • Respond to program inquiries and maintain accurate program calendars, records, and documentation to ensure consistent communication with participants, instructors, and partners.
   • Track program outcomes, contribute to planning meetings and post-program reviews, and collaborate across departments to improve procedures and support broader organizational initiatives.
4. Be an engaged team member to promote personal growth and development of best practices in the department
   • Provide program support for other organizational programs or activities as needed
   • Attend meetings, trainings and key program events as determined by program staff
   • Responds to emails and approval requests in a timely manner
   • Maintain positive interactions in promotion and retention of Yellow Springs operations and activities
   • Actively engage in brainstorming and review exercises

Competency Requirements

• Organizational skills: Strong attention to detail and the ability to manage multiple projects, schedules, and deadlines simultaneously.
• Interpersonal skills: Ability to build positive relationships with instructors, participants, colleagues, and community partners.
• Interpersonal skills: Ability to build relationships, negotiate, and manage conflicts
• Problem-solving: Ability to anticipate logistical challenges, respond to changing priorities, and identify practical solutions.
• Excellent written and oral communication skills
• Familiarity with Social media, Microsoft Office Suite (Excel, Word)

Education and Experience

• A combination of education, training and experience equivalent to an undergraduate degree in art, history, environmental studies, art education or a related field is preferred
• Project management or teaching experience is preferred
• Prior event management experience is preferred

Physical Requirements and Working Conditions

• Works primarily indoors in open office environment
• Works regular hours; some evening and weekend hours are required
• Occasional physical demands associated with carrying/moving art materials and supplies, installing exhibitions; must be able to climb ladders and lift a maximum of 25 lbs.
• Individuals must be able to move freely about the work site.
• Must be able to communicate effectively in person, by phone, and in writing.
• Individuals must be able to communicate effectively both orally and in writing.