Program Operations Manager

Organizational Overview

EPACENTER is a vibrant hub for creativity and cultural engagement headquartered in East Palo Alto. We are dedicated to inspiring imagination and activating the creative potential of all who seek greater access to artistic opportunities in San Mateo County. EPACENTER unites individuals of every age through artistic expression, supports career pathways in creative fields, and celebrates the rich cultural heritage of our community.

EPACENTER presents a dynamic range of public programs, including live performances, exhibitions and installations, stimulating lectures, curated film screenings, and spirited community events. Our classes in digital, visual, culinary, and performing arts offer opportunities for personal growth and skill development for every age. The EPACENTER building is a welcoming 25,000‑square‑foot space where people of all abilities explore their talents and flourish creatively.

Position Overview

Reporting to the Director of Program Operations and Production (DPOP), the Program Operations Manager ensures that EPACENTER’s educational programs for all ages and related special projects are planned, resourced, scheduled, and delivered with excellence. The Manager supervises teaching staff, oversees planning and cross-departmental collaboration in the delivery of educational programs, owns the annual educational space calendar and prioritization of space usage, manages program budgets, and leads the day‑to‑day operational flow for classes, workshops, trainings, one‑off activities, and open studios. The Manager is responsible for developing and executing recruitment plans to drive participation, and for tracking recruitment and participation data to inform programmatic decision-making. This is an in-person, hands‑on role that combines people management, planning, and on‑the‑ground execution.

Key Roles & Responsibilities

Operational Management

Establish and maintain the on‑time delivery of programs, calendars, space schedules, and instructor rosters each term.

Create and maintain daily open and close checklists for all assigned rooms.

Develop and maintain issue logs.

Track educational program inventory and manage repair tickets.

Establish and maintain recruitment targets and registration accuracy.

Ensure effective program delivery within approved budgets.

Lead programming team meetings by setting agendas, documenting decisions and action items, and ensuring timely follow‑through of all parties.

Develop and continuously improve SOPs, checklists, and documentation to increase efficiency, safety, and participant satisfaction.

Own the educational space calendar and manage cross‑department prioritization of studios, classrooms, and venues to maximize utilization and participant experience.

Build annual and term program calendars and detailed project plans that define milestones, dependencies, deliverables, and deadlines for all education offerings.

Coordinate with facilities, front-of-house, operations, marketing, and finance to align schedules with the institutional calendar and secure resources.

Ensure daily open and close of spaces, accurate room setups, and timely end‑of‑term resets through the disposal of old supplies and artwork and the purchase of new inventory and repair of equipment.

Recruitment and Enrollment

Develop, execute, and refine recruitment plans for each term with specific outreach targets aligned to enrollment goals.

Lead external recruitment activities in East Palo Alto and surrounding communities.

Maintain a live recruitment pipeline in the CRM that tracks contacts, follow‑ups, inquiries, conversions, and yields by program.

Set, meet, and report on outreach and conversion targets, including baseline expectations, outreach touches, in‑person tabling, and inquiry‑to‑enrollment conversions.

Registration and Customer Experience

Oversee accurate class listings, capacities, and waitlists in the registration system for both online and in‑person registration.

Prepare participant communications and ensure smooth onsite check‑in and customer service standards.

Teaching Artist Management

Supervise Teaching Artists, including scheduling, timesheet approval, and day‑to‑day oversight of classroom readiness and adherence to operational standards.

Coordinate onboarding of new Teaching Artists with HR and ensure compliance with policies and required training.

Provide coaching and performance feedback to Teaching Artists in collaboration with HR and the DPOP.

Budget, Purchasing, and Vendor Management

Manage program budgets, track expenses, and reconcile monthly with finance.
Forecast needs and recommend adjustments to meet goals.

Plan and place timely orders for supplies and equipment consistent with budget and procurement policy.
Coordinate with vendors for maintenance and repair of educational equipment and learning spaces.

Qualifications

Required

At least five years or more of experience in program operations within an arts and cultural institution with the responsibility for scheduling, budgets, and cross‑functional coordination.

Experience coordinating the activities of or supervising part‑time staff, including scheduling and timesheet approval.

Demonstrated external participant recruitment experience with measurable results and familiarity with CRM or tracking tools.

Hands‑on operational aptitude, including daily room setup and teardown, inventory control, and safe use of arts and technology equipment.

Proficiency with Google Workspace, spreadsheets, project trackers, and registration platforms.
Ability to work consistently on weekdays and weekends.

Preferred

Proficiency in Spanish and English, verbal and written, including the ability to converse with youth, adults, and families, and draft basic program communications in both languages.

Working Conditions & Schedule

Daily, in-person, on‑site role that supports daytime, after‑school, evening, and weekend hours tied to the institutional calendar.
Ability to lift and move supplies and educational equipment safely as part of daily duties.
Commitment to EPACENTER safety, risk management, and facilities protocols.

Equal Opportunity

EPACENTER is an equal opportunity employer. We welcome applicants from all backgrounds and identities, especially those who reflect the vibrant diversity of our East Palo Alto community.