Associate Program Manager, Arts Internship Programs Operations

Studio in a School (Studio) is seeking an experienced, enthusiastic, and collaborative professional with an interest in arts administration to join our team as the Associate Program Manager, Arts Internship Programs Operations. The Associate Program Manager will oversee, coordinate and support the operations and project management of multiple internship programs throughout the calendar year. This role focuses on systems management, workflow planning, and cross-team coordination to ensure smooth and efficient planning and support of the team to meet all deliverables and deadlines.

The Associate Program Manager will serve as a vital link from program strategy to execution by infusing consistency, accountability, and organization across all program components. The ideal candidate is highly organized, collaborative, and passionate about cultivating a supportive environment for youth.

The Associate Program Manager will report to the Program Manager for Arts Internship, Teen Programs with a dotted line reporting structure to the Program Manager, College. This is a full-time, exempt, and non-union position.

About Studio in a School

Studio in a School fosters the creative and intellectual development of young people through quality visual arts programs, directed by professional artists. The organization also collaborates with and develops the ability of those who provide or support arts programming and creative development for young people both in and outside of schools.

Primary Duties and Responsibilities

Project Management and Coordination

• Lead coordination of activities across multiple Arts Internship programs
• Develop, monitor, and maintain program workplans, calendars, timelines, and trackers for all phases of the program cycle (recruitment, selection, placement, training, and evaluation).
• Coordinate planning for and completion of project milestones in collaboration with Program Managers, cultural partners, and internal departments.
• Report on progress, blockers, and upcoming priorities to keep the team informed and aligned
• Develop strategies and utilize project management tools to improve communication, accountability, and monitoring for efficiency and quality.

HR, Finance, and Administrative Coordination

• Support internal HR and compliance processes, such as ensuring required documents are submitted, youth employment standards are met, and participants are eligible to work.
• Assist in approving timesheet entries for instructors and mentors; ensure timely review and approval.
• Coordinate and execute contract agreements for consultants and seasonal staff.
• Support timely review, approval, and processing of invoices, check requests, and program-related expenses in collaboration with Studio administrative staff.
• Manage supply orders and vendor relationships for program materials and logistics.
• Contribute to budget tracking and documentation as assigned.

Data Collection

• Collaborate with other BAI staff to support data collection and documentation, including intern surveys, attendance, and activity logs.
• Manage data collection related to applicant tracking and program evaluation, including assignment tracking and surveys.
• Manage program attendance, assignment completion, and engagement metrics for cohort tracking and evaluation.
• Maintain accurate records for worksites, organizational partners, vendors, schools, and students; update contact lists and workplans regularly.
• Ensure consistent follow-up and documentation of activities and attendance.

Program Operations and Logistics

• Lead scheduling, coordination, and day-of logistics for program meetings, trainings, orientations, and evaluations.
• Lead operational planning for key events such as interview days, orientations, graduation, site visits, cultural excursions, and final presentations, including transportation, meals, space bookings, and materials.
• Contribute to smooth intern selection and season staff/partner (mentors, vendors) hiring processes
• Other responsibilities as assigned.

Desired Skills and Background

Education and Experience

• Bachelor's degree in arts administration, education, nonprofit management, or a related field.
• 2+ years of experience with project management, preferably in arts education, adept at cross team collaboration, and passionate about youth development.
• Proficiency using project management or workflow software (e.g., Asana, Airtable, Google Workspace, MS365, Microsoft Planner, , or Trello).

Personal Qualities and Habits of Work

• Commitment to the mission of Studio in a School.
• Excellent organizational skills, including the ability to set priorities and manage projects simultaneously, oversee and track work details and respond flexibly to changes.
• Strong work ethic with an appreciation for deadlines. Adherence to project plans and following through.
• Self-motivation, assertiveness, positive demeanor, and willingness to work in a collaborative team environment.
• Excellent written and verbal communication skills.

Location

We are currently working on a hybrid schedule. The Associate…