Travel Coordinator, YOLA National Festival

Position: Travel Coordinator, YOLA National Festival

Department: Learning

Position Status: Part-Time, Non-Exempt

Pay Rate: $25 per hour

Reports to: YOLA National Manager, Director of YOLA

About the Los Angeles Philharmonic Association:

Founded in 1919, the Los Angeles Philharmonic Association's mission is to perform, present, and promote music in its varied forms at the highest level of excellence to a diverse and large audience, both at the Walt Disney Concert Hall and the Hollywood Bowl. The Los Angeles Philharmonic Association is dedicated to continuing its pre-eminent status in the music world of the 21st century.

About the YOLA Program:

YOLA is Music and Artistic Director Gustavo Dudamel’s signature program. YOLA was inspired by El Sistema, the music education system which provides young people with free musical instruments and intensive musical instruction In Venezuela. Central to YOLA’s mission is the promotion of healthy growth and development through the study, practice and performance of music. Simultaneously, YOLA positively invests in each child’s development as a musical ambassador of peace, hope, and understanding amongst a diverse population of cultures, backgrounds and beliefs. YOLA currently serves more than 1,500 elementary, middle, and high school students throughout Los Angeles.

YOLA National Festival 2024:

This July, the LA Phil will be hosting the YOLA National Festival (YNF) in Los Angeles, CA. The YOLA National Festival invites over 170 musicians ages 12-18 from El Sistema-inspired programs throughout the United States to perform as part of a top-tier, national youth orchestra. Musicians will convene for 10 days of learning with world-renown faculty, guest artists, and conductors.

All travel, lodging, and meals are provided at no cost for participating musicians. YNF will be housed on the campus of the California Lutheran University in Thousand Oaks, and will have engagements at the Beckmen YOLA Center, Walt Disney Concert Hall, and the Hollywood Bowl.

Position Summary:

The Travel Coordinator the YOLA National Festival is a part-time, seasonal position with in-person responsibilities from July 18th – July 30th2024, in Los Angeles, CA, with remote work beginning in March of 2024 through August 5th of 2024; hours performed will range from approx. 25-29 hours/week between March-June and average to 15-20 hours between June-August. The Travel Coordinator will work in a team of two in tandem with the YOLA National Manger, YOLA National Project Coordinator and the Culture and Residential Life Director to arrange, manage and develop plans for all travel and accommodations before, during and after the festival. 

Scope of Work:

Pre-Festival:

• Secure all travel arrangements to and from Los Angeles for YOLA National Faculty, Staff and Student Participants in conjunction with the LA Phil’s travel agency “Business Travel” this includes Flights, Trains, Public Transportation, and Rideshare services.
• Communicate with Families and Student Participants about their travel arrangements and answer basic questions about the festival.
• Secure all travel arrangements for YOLA National Faculty, Staff and Student participants during the festival using Pacific Coachways bus company or otherwise 
• Ie: from LAX to California Lutheran University, from Cal Lu to WDCH etc.
• Collaborate with CRLD and ensure travel procedures and policies are clearly communicated with the YNF team.
• Act as the primary point of contact for all YOLA National Festival Travel Needs
• Engage in weekly check-ins with the YOLA National Manger, YOLA National Project Coordinator and CRLD
• Work with the other Travel Coordinator closely to ensure all work has been covered appropriately to all various destinations
• Support with mapping out best travel routes, load-in and load-out locations and procedures and communicating this to vendors and festival participants

During Festival:

• Be on campus and at various necessary locations from July 18th – July 30th
• Ensure all YOLA National Faculty, Staff and Student Participants have arrived successfully to Los Angeles, and have arrived to California Lutheran University Safely
• Actively problem solve and communicate any travel issues that come up suddenly
• Execute with the CRLD all previously made travel plans and procedures, and assist to ensure all necessary parties have made it to each destination
• Be available to problem solve any travel issues that may arise
• Serve as the primary point of contact for all YOLA National Festival Travel needs.
• In an emergency, create arrangements for any YOLA National Faculty, Staff or Student Participant to return home.
• Engage in daily check-ins with the YOLA National Manger and CRLD

After the Festival:

• Ensure that each YOLA National Faculty, Staff and Student Participant has arrived home safely
• Collect all receipts of expenses that YOLA National Faculty, Staff and Student Participants may have incurred and submit in an organized fashion to the YOLA National Project Coordinator.
• Participate in any debrief sessions held by the YOLA National Team

Position Requirements:

• Excellent organizational, analytical, written, and verbal communication skills  
• Detail- oriented with strong interpersonal skills and a desire to work on a highly collaborate, intrinsically motivated team 
• Experience making travel arrangements 
• Experience working with young people from ages 12-18+ 
• Experience with being self-directed and working remotely, managing project timelines and goals 
• Experience developing youth focused programs and building systems to achieve programmatic goals 
• Previous administrative and self-governed project management experience 
• Excellent problem-solving skills and a solutions-oriented approach to challenges 
• Ability to prioritize workload, efficient and effective worker  
• Ability to work in a fast-paced environment in a self-directed way  
• Fluency in all Microsoft suites components and remote working tools (Slack, Google, Zoom, etc.) 
• Fluency in both spoken and written Spanish is preferred but not required 
• Ability to work effectively and respectfully with a wide range of constituencies in a diverse community  

All flights, lodging, meals, and transportation will be provided by the LA Phil.

Position Expectations: 

• Commitment to Detail: Maintain a high level detail oriented mindset to ensure effective travel planning and arrangements are made
• Attitude and Enthusiasm: Display a positive and welcoming attitude when communicating with all members of the YOLA National Community. Show enthusiasm for the YOLA National Festival and inspire a sense of belonging and excitement among participants.  
• Documentation and Record Keeping: Maintain meticulous records of all communication and transactions related to artists and faculty. Ensure that documentation is organized, complete, and easily accessible.
• Commitment to Excellence: Approach all tasks with a commitment to delivering high-quality work. Strive for accuracy, thoughtfulness and thoroughness in every aspect of the role, keeping YOLA and the LA Phil’s mission at the forefront.  \
• Professionalism: Maintain a professional and courteous demeanor in all interactions with internal and external constituents and maintain positive relationships
• Proactive Problem-Solving: Demonstrate a proactive and solution-oriented approach in problem solving. Find creative and effective solutions to ensure that the needs of the festival are met.
• Effective Communication: Communicate clearly, concisely, and in a timely manner. 
• Responsiveness: Be prompt and efficient in responding to inquiries, whether they are related to travel arrangements, program updates, or any other aspects of YOLA National Festival
• Team Collaboration: Work collaboratively with the YOLA National Festival team and other colleagues to achieve the festival's goals and objectives. Foster a cooperative and supportive environment for successful teamwork.    
• Adaptability: Be flexible and adaptable to changing circumstances, schedules, and requirements. Embrace challenges with a positive attitude and a willingness to learn and grow, and communicate challenges from a solution-based mindset.
• Voice: You are an extremely valuable part of the team, as such your voice and opinion matters. Should you have any ideas or thoughts about any aspects, share them with the team.  
• In Office and Work From Home: You are expected to collaborate with the Manager, YOLA National to create a schedule that is best suited for you and the team. This will typically mean that 25% of your time will be spent in office with the rest of your time working from home. This will fluctuate based on the needs of the project.  

An Equal Opportunity Employer: It is the Los Angeles Philharmonic Association’s policy to provide equal employment opportunity for all applicants and employees. The Association does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, national origin, age, disability, marital status, gender identity, gender expression, veteran status or any other basis prohibited under federal, state or local law. The Association also provides reasonable accommodation for qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA).