Clackamas County Arts Alliance seeking part-time Program Assistant

OVERVIEW

The Program Assistant (PA) is a .75 FTE non-exempt, hourly position that provides primary support to all Arts Alliance programs, each focused on achieving specific service goals. Compensation for this position is an annual salary of $36,000 at the rate of $23.07 per hour. Youth Arts for Change (YAC) is a grant-supported program; the Scope of Work referring specifically to YAC, 25% of the total Scope, will be renewable depending on continued successful fundraising by the Arts Alliance.

The job is estimated to require 30 hours per week without a fixed schedule, although some availability Monday – Friday is assumed, with occasional evening meetings or events. Hours will vary weekly depending on deadlines and other needs.

The PA will perform a variety of on-site classroom and administrative tasks related to Youth Arts for Change projects, and will also provide administrative support for other Arts Alliance programs and projects. The PA will be responsible for coordinating and attending meetings as needed in Oregon City, Estacada, Canby and other communities, including an occasional evening or weekend meeting or event.

The PA is a member of the Arts Alliance team and will work closely with and is supervised by both the Programs Manager and the Youth Arts for Change Manager. The PA will be based in own office and must be experienced and proficient at working independently. Some experience working with youth ages 12-18 is necessary. Microsoft Word and Excel skill is expected, and expertise with a wide variety of digital tools is preferred. Good oral and written communication skills are required. The PA must have the equipment necessary for performing the duties outlined in the scope of work including: reliable transportation, computer with high-speed internet connectivity, smartphone, printer/scanner and webcam.

Hours: Estimated 30 hours per week (.75 FTE)
Annual Salary: $36,000
Deadline to Apply: 11 pm, Monday, June 25, 2018

READ FULL SCOPE OF WORK HERE

Scope of Work & Responsibilities

 1. Youth Arts for Change (YAC)

Support YAC Workshops

  •  Attend program meetings
  • Assist Teaching Artist and program partners onsite: track student attendance; work directly with youth as needed to provide classroom support of program projects and goals; attend field trips; communicate with parents as needed regarding student attendance and needs; be comfortable and willing to work directly with youth, providing mentorship as appropriate during workshops
  • Coordinate program supply needs: order/organize/deliver supplies to Artist and site
  • Print and deliver participation paperwork to each site; ensure all participating youth receive and complete required paperwork
  • Photograph workshop activities
  • Assist with planning and logistics of program Final Event
  • Routinely update YAC Manager about program activities and needs

Program Evaluation

  • Administer program evaluation protocols (surveys, questionnaires, interviews)
  • Compile and transcribe evaluation results into a written report
  • Keep notes of qualitative program observation

Administrative Support

  •  Schedule and coordinate meetings
  • Photocopy documents as needed
  • Assist with grant reports as needed
  • Work with YAC Manager and other Arts Alliance staff to coordinate publicity as needed, e.g. press releases, social media pushes, flyers, photo/video documentation, etc

2. Artist Exhibit Program

  • Update online applications and guidelines as needed
  • Provide support for annual artist review/selection meeting and artist orientations, including: prepare handouts, organize hospitality, manage and run technology and attend meetings.

3. Advisory Council

  • Attend quarterly Advisory Council meetings and provide written record of each meeting
  • Update and distribute Term Surveys and update Term Limit Tracking documentation
  • Assist in organizing meeting details for State of Arts & Culture events; including venue coordination, handouts, and photograph event
  • Provide hospitality as needed
  • Prepare summary report and attendee list to distribute to Advisory Council and attendees

4. Cultural Coalition

  • Attend quarterly Coalition meetings and provide written record of each meeting
  • Update and distribute Term Surveys and update Term Limit Tracking documentation
  • Update materials needed for grant making
  • Assist in updating online application
  • Prepare grant panel review binders
  • Assist preparation and execution of orientations & grant review meetings
  • Prepare and send notification letters & agreements to applicants
  • Provide hospitality as needed

5. Art Extravaganza & Other Special Events

  • Attend and participate in all planning meetings, event preparation and the event
  • Assist in distributing (via email and/or hard copies) marketing materials to key partners
  • Assist in coordinating hospitality as needed, e.g. for vendor lounge and attendees

6. General Administration

  • Attend and participate in monthly CCAA staff meetings
  • Complete and submit monthly staff and reimbursement reports to Executive Director
  • Communicate orally and in writing with all CCAA staff as needed
  • Perform other tasks as needed or assigned to support this Scope of Work

Requirements

  • Proficiency with MSWord, Excel and web-based tools
  • Highly organized: capable of multi-tasking independently — and with a sense of urgency — to successfully meet deadlines and complete projects
  • Be a goal-driven self-starter and innovative thinker
  • Flexible, calm under pressure, and a good sense of humor
  • Good judgment! Ability to problem-solve as issues arise
  • Experience with youth ages 12-18 and/or vulnerable, underserved populations
  • Collegial and professional demeanor
  • Capacity to work successfully with a variety of partners, artists and constituents
  • Capable of passing a background check
  • Priority consideration for arts background or training and/or classroom or teaching experience

BENEFITS

  • 11 Paid holidays per year
  • Accrued paid time off
  • Flexible schedule
  • Home-based office
  • Renewable supplies reimbursed
  • Monthly allowance for cell phone, internet and mileage expenses incurred

APPLICATION GUIDELINES

All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, marital status, family status, gender identity, sexual orientation, disability for which a reasonable accommodation can be made, or any other status protected by law.

Please, no phone calls.

To apply, please visit Submittable and be prepared to submit the following in PDF format only:

  • Cover letter describing why you are the best candidate for this position and how you meet the specific requirements of the position.
  • Resume (PDF only)
  • Three professional references (Name, relationship to candidate, contact phone and email).

You may also copy and paste the URL: https://clackamasartsalliance.submittable.com/submit/118102/part-time-program-assistant

READ FULL SCOPE OF WORK HERE

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