Community Arts and Workforce Coordinator

Job Posting Title

Community Arts and Workforce Coordinator

Agency

055 STATE ARTS COUNCIL

Supervisory Organization

Oklahoma Arts Council

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Part time

Job Type

Regular

Compensation

Job Description

COMMUNITY ARTS AND WORKFORCE COORDINATOR

PART-TIME POSITION Department: Oklahoma Arts Council County Location: Oklahoma

OKLAHOMA ARTS COUNCIL

The Oklahoma Arts Council (OAC) is the official state agency for the support and development of the arts. We strive to build a strong, service-minded team to support our mission to lead, cultivate, and amplify the transformative power of the arts for all Oklahomans and their communities.

We are seeking an organized, service-minded, and detail-oriented individual to support the agency’s community arts and workforce programs and provide clear, responsive assistance to applicants, grantees, program participants, partners, presenters, and other constituents across Oklahoma. The ideal candidate takes initiative, communicates clearly, works well with others, and enjoys helping people navigate systems and processes.

POSITION SUMMARY

The Community Arts and Workforce Coordinator is an important part of the Oklahoma Arts Council’s Rural and Creative Community Outreach department and supports the Director of Community Arts and Workforce Programs in carrying out statewide community arts and workforce programs clearly, accurately, and consistently. This position provides programmatic and administrative support for grants, rural community outreach, Leadership Arts, Creative Workforce initiatives, the Oklahoma Arts Conference, workshops, meetings, and special projects.

The position helps keep grant processes moving by coordinating information, communication, and follow-up between the program director, applicants, and grantees. It also coordinates logistics, maintains records, communicates with constituents and partners, and supports the day-to-day operations of statewide programs, initiatives, and special events that advance the Oklahoma Arts Council’s mission to serve communities across Oklahoma.

This is a part-time, temporary position that reports directly to the Director of Community Arts and Workforce Programs. This position has an hourly rate of $27.00 with no other benefits and with duties requiring approximately 15-20 hours per week.

ESSENTIAL FUNCTIONS

Grants Support

• Provide administrative and coordination support for grant-related activities.

• Assist with applicant and contact lists.

• Draft routine follow-up emails and communicate with applicants and grantees as directed.

• Track technical-assistance requests and routine follow-up needs.

• Support scheduling and meeting coordination for grant-related activities and site visits.

• Draft site-visit notes.

• Assist with file management and records organization.

Leadership Arts

• Provide programmatic, administrative, and logistical support for Leadership Arts.

• Assist with application materials, participant rosters, and contact management.

• Support reading and curriculum logistics.

• Coordinate session travel details, scheduling and meeting coordination, and host-community information.

• Assist with evaluation summaries and alumni lists.

Oklahoma Arts Conference

• Provide administrative and logistical support for the Oklahoma Arts Conference.

• Assist with tracking presenters, vendors, and host-community contacts.

• Support meeting notes and production-schedule tasks.

• Assist with registration details, supply lists, invoice tracking, thank-you lists, and evaluation results.

Administrative Systems

• Draft, organize, and maintain task lists, calendar holds, templates, standard replies, meeting agendas, contact records, and program data.

Meetings and Special Projects

• Provide administrative and logistical support before, during, and after workshops, meetings, travel, events, and special projects such as but not limited to creative workforce and rural outreach initiatives, as well as Bob Wills Day.

• Prepare agendas and materials, take and distribute meeting notes, maintain action-item lists, assist with scheduling, registration, evaluation, and provide follow-up.

• Attend, support, and participate in OAC programs, meetings, trainings, and events as assigned.

• Perform other program coordination and administrative duties as assigned by the Director of Community Arts and Workforce Programs.

KNOWLEDGE, SKILLS, AND ABILITIES

• Understand the importance of representing the agency in a professional, respectful, and service-minded manner.

• Provide responsive and excellent constituent service to applicants, grantees, program participants, partners, presenters, vendors, artists, and other members of the public.

• Communicate clearly, professionally, and respectfully in writing, by phone, online, and in person.

• Collaborate effectively as part of a team with the Director of Community Arts and Workforce Programs, grants staff, program staff, and other agency staff to deliver quality programs and services.

• Coordinate confidential matters with tact, diplomacy, and discretion.

• Demonstrate sound judgment, professionalism, care, and attention to detail, with a commitment to accuracy in records and communications as well as follow through.

• Demonstrate excellent planning, organizational, and administrative skills.

• Manage multiple tasks, deadlines, calendars, records, and follow-up needs with accuracy and consistency.

• Take a proactive approach and work independently while following established priorities and procedures and knowing when to ask questions or elevate an issue.

• Maintain a respectful, flexible, and solutions-oriented approach; adapt to changing priorities; and handle unforeseen events quickly, calmly, and professionally.

• Be curious, willing to learn, and comfortable asking questions and learning new processes, programs, and technology systems.

• Demonstrate proficiency with Microsoft Office 365 programs, including Outlook, Word, and Excel. Proficiency in Microsoft Teams, OneDrive, SharePoint, and Fluxx is a bonus.

• Have knowledge of arts and arts programming, as well as an interest in public service and support for Oklahoma communities.

• Have experience with or interest in grant funding, grant administration, nonprofit administration, public service, customer service, or administrative coordination.

QUALIFICATIONS

Required:

• An associate degree from an accredited college or university.

• Experience, training or coursework that demonstrates strong skills in organization, written and verbal communication, customer service by email, phone, virtual meeting, and in person, administrative support, program or project coordination, event planning, records management, technology, nonprofit work, public service, or related skills.

• Experience coordinating schedules, meetings, records, communications, materials, or event logistics.

• Ability to explain processes, provide basic technical assistance, and guide users through forms, deadlines, online systems, and program requirements.

• Ability to manage multiple tasks, deadlines, records, and follow-up needs with accuracy and attention to detail.

• Comfort using Microsoft Office 365 programs and learning online databases, grant portals, and other technology systems.

Preferred:

• Graduation from an accredited four-year college or university with a degree in art, arts education, arts administration, business, or public administration or a related degree.

• Experience supporting either grant programs, arts organizations, artists, community programs, nonprofit organizations, public agencies, state or local government, or community-based organizations.

• Experience using online databases, grant portals, customer relationship management systems, or other records management systems.

• Experience with Fluxx Grantmaker or other grants management systems.

• Additional skills that support public-facing service, such as bilingual communication, community outreach, or experience working with communities, helpful but not required.

KEY REQUIREMENTS

• A pre-employment OSBI background check must be successfully completed.

• Must hold a driver’s license and be able to drive a vehicle to various locations across the state, if necessary.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Office-based work involving extensive computer and phone use.

• Requires long periods of sitting, up to eight hours per day.

• Must be able to load, unload, lift, and carry materials weighing up to 40 pounds.

• The work environment is generally quiet.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

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