Facilities & Programming Coordinator

Published 6.11.26, updated 6.15.26

Protohaven is seeking a part-time facilities and programming coordinator to help direct the day-to-day operations of Pittsburgh’s largest community makerspace.

Located in the East End, Protohaven is the creative home of more than 200 artists, small-business owners, entrepreneurs, tinkerers, hobbyists, retirees and students. We’re a diverse group with a variety of skillsets, but we’re united by a shared passion for working with our hands and a commitment to helping one another grow.

As the facilities and programming coordinator, you’ll play a critical role in maintaining our 12,500-square-foot facility and the myriad equipment it houses. You’ll also coordinate a large and passionate team of volunteers and help ensure that the organization’s direction is in keeping with its strategic goals.

Our ideal candidates are motivated, creative problem-solvers and patient communicators who will work in service to our members — a customer-service mindset is a must here. They also will have previous people- or project-management experience; familiarity with fabrication tools and techniques; and the ability to operate under an atypical reporting structure.

Although this is a demanding job, you’re decisions will have direct impact on a growing organization. And you’ll have a chance to work with some very talented creatives in a fun environment.

Summary

In addition to coordinating day-to-day maintenance and programming, the shop coordinator is responsible for two or more “ShopTech Leads,” who oversee 30 volunteers tasked with staffing the front desk and assisting with a wide variety of daily shop activities; and two or more “Education Leads,” who recruit instructors and manage the organization’s lineup of classes and workshops. 

This is a highly collaborative, hands-on role for someone who is able to work independently, organized, proactive, adaptable, and comfortable managing a wide variety of responsibilities in a mission-driven environment. This role requires a level of comfort in a workshop environment, and the person who holds the role is, ideally, familiar with fabrication equipment, such as mills, lathes, table saws, brakes, presses, shears, welders and lasers. Duties will include: 

Administrative Support

  • Maintain and improve administrative systems, templates, forms, calendars, and organizational materials to ensure consistency and efficiency
  • Answer and direct phone calls and general inquiries, as needed
  • Identify and eliminate sources of toil and delay in business processes (vetting new classes, replacing consumables, stalled equipment maintenance etc.)
  • Oversee purchasing of shop material and consumables 
  • Serve as a liaison between the board of directors and volunteer management groups, ensuring that those groups are executing in line with the strategic direction set by the board.

Programming Support 

  • Recruit and onboard new instructors
  • Work with volunteer management group to ensure consistency and continuity in classes and workshops intended for members and the community
  • Assist in the development of new classes and workshops

Operations & Facilities Management

  • Oversee equipment inventory, repairs, preventative maintenance, documentation, regulatory compliance, and new equipment integration
  • Identify and aggressively pursue space optimization and cleanliness. 
  • Enforce policies related to onsite storage of members’ materials. 
  • Oversee sale or disposal of obsolete furnishings, fixtures and equipment. 
  • Manage and ensure proper documentation of building operations and systems, including fire and life safety systems, building security, utilities, cleaning, parking, and preventative maintenance, and facilities procedures across all properties. 
  • Proactively train and drill volunteers and staff in emergency response, and enforce safety protocols and usage policies.
  • Manage the shop’s operational budget, controlling costs and ensuring supplies are ordered in a timely manner.
  • Manage relationships with facility-related vendors, contractors, and volunteers, including: maintenance, janitorial, security, landscaping, and other operational service providers
  • Coordinate and oversee contracted work, maintain vendor agreements and records, and ensure timely processing of invoices and payments
  • Serve as primary point of contact for urgent facility, member, security, or operational concerns outside standard working hours, coordinating appropriate response and escalation as needed
  • Regularly report on the state of the shop – including important upcoming operational events such as planned equipment and facilities downtime.

Organizational Participation

  • Attend monthly board meetings and occasional evening or weekend programs, events, or community activities in support of Protohaven’s public programming and organizational presence (approximately 1-2 times per month)
  • Publish external calls for volunteer service
  • Build a shop that reflects Protohaven’s values of inclusion, empowerment, collaboration, and community.

Volunteer Support

  • Oversee evaluation of all volunteers, offering advice and incentives for growth and onboarding/offboarding as needed to maintain coverage.
  • Guide volunteer projects to completion. This includes equipment and facility modifications, policy changes, and software and hardware improvements. 
  • Ensure new volunteer projects are valuable and attainable, have defined milestones, and are communicated clearly at all levels of the organization.
  • Moderate proposals from volunteers and members, ensuring everyone is heard before execution begins.

EXPERIENCE & SKILLS

Minimum:

  • 3-5 years relevant experience, including prior experience in fabrication (woodshop, metal shop, machining etc.)
  • Excellent organizational, problem solving, and time management skills
  • Strong written and verbal communication skills, including the ability to develop good working relationships with a wide variety of people
  • Ability to manage multiple projects and priorities simultaneously
  • Ability to work independently while maintaining strong collaboration and communication across teams
  • Strong attention to detail and follow-through
  • Valid driver’s license and reliable personal transportation

Preferred:

  • Prior experience in a nonprofit organization
  • Experience with facilities coordination, property management, or vendor management
  • Experience with project management tools such as Asana
  • Familiarity with Google Workspace

PHYSICAL REQUIREMENTS

This position requires regular on-site presence and active movement across multiple facilities. The Facilities & Programming Coordinator must be able to:

  • Stand and walk for extended periods of time
  • Conduct property inspections and access storage spaces and other areas as needed
  • Bend, kneel, crouch, reach overhead, and use hands and arms to handle, inspect, and move equipment or supplies
  • Lift and carry up to 25 pounds
  • Use a computer and standard office equipment for extended periods
  • This role may require occasional work outdoors in varying weather conditions
  • Respond to facility-related issues outside normal business hours, as needed

OTHER REQUIREMENTS

  • Able to attend occasional evening or weekend programs or offsite events
  • Full COVID-19 vaccination by the start of employment
  • Commitment to the values of equity, diversity, and inclusion
  • Interest in making, the arts, education, technical writing, and/or equipment maintenance

COMPENSATION & BENEFITS

This is a part-time role, with an expectation of 15 hours per week. The shop coordinator is expected to be physically present in the shop during work hours; however, remote work is allowed where specifically permitted by the board of directors.

  • $25/hr
  • Flexible schedule
  • Hybrid work arrangement
  • Paid sick time
  • Free membership and classes

TO APPLY

Please send a statement of interest and and resume to board@protohaven.org.