Join the East End Arts team as a fulltime Office & Outreach Coordinator! The deadline to apply is Friday January 26th, 2024 at 5:00 pm.
OFFICE & OUTREACH COORDINATOR / UNICORN
Date Posted: January 8, 2024
Application Deadline: Friday January 26, 2024 at 5:00 pm, Please note applications will be reviewed as they arrive, and we will start scheduling interviews prior to the deadline date. We will keep the position posted until we find a successful candidate.
Start Date: February 26, 2024
Salary: $45,000
JOB DESCRIPTION:
Reporting to the Executive Director, and interfacing with the Communications Manager and Program Manager, the Office and Outreach Coordinator will support the running of East End Arts in all facets. It is indeed a unicorn role! This position supports the administrative running of the organization including supporting contracting, invoicing, getting artists and vendors paid and expense reports filed; the programming of the organization, including setting up registration for participants, customer service inquiries from community members, and all the data tracking of attendance on the back end; and finally the marketing and outreach of the organization, including developing and fostering relationships, evaluating our online impact, helping to promote our various programs and initiatives, and assisting in social media efforts, like monitoring our Artists Opportunities Group.
RESPONSIBILITIES:
- Assists the Executive Director in implementing community arts workshops, programs and youth activities – building Eventbrite registration pages, communicating with applicants to our programs and tracking program evaluation.
- Works with the Executive Director to prepare and coordinate processing of payments/reimbursements/contracts/invoices with our bookkeeper.
- Liaises with artists to collect and share information about upcoming events with various departments (marketing, accounting).
- Supervises East End Arts programs (weekends and evenings), hosting events when necessary.
- Oversees venue rentals of the St. Matthews Clubhouse, including managing a calendar of bookings/staffing, preparing rental contracts and invoices, staffing events when necessary.
- Supervises interns and seasonal staff including our janitorial staff for the facility.
- With the rest of the team develops community outreach/consultation plans and then aids in their implementation
- Liaises with artists and community members, provides front line customer service responding to phone calls, and inquiries to our info@eastendarts.ca email – answering inquiries and brokering requests to other departments and staff where required.
- Assists the Communications Manager to promote events to the community including the writing, editing and curation of social media posts, monitoring and administering our popular Artists Opportunities Page, collecting promotional copy/collection of marketing materials from artists for design purposes (photos, biographies, social media handles etc.) and where relevant assists with donor communications, final reports and evaluation of programs.
- Under the guidance of the ED and Program Manager aides in the evaluation of East End Arts programs and events and, where applicable, partnered events, which includes collecting artist and participant feedback, post event surveys and compiling reports.
- Attends networking events, performances and events to build relationships with our community and stakeholders.
- Develops and coordinates collaboration opportunities with other organizations.
- Assists with other duties, as required.
REQUIREMENTS:
We recognize this is a bit of a Unicorn role, but is perfect for an emerging arts manager who wants to learn about all the facets of running a Community Arts organization and see where their interests lie. With a passion for the arts, you’ve got a couple of years of experience under your belt, ideally working within a community arts organization or equivalent. Your background is in administration, programming, outreach, event coordination or similar.
If you can take on tough jobs with agility and humour, you’re in the right place.
You might start your day answering phone calls and emails from community members curious about our programs or wanting to donate old art supplies. Between calls, you might build the registration page for a new program in Eventbrite or create payment requests for our bookkeeper so that our contract artists get paid in a timely fashion. Occasionally, you might join a brainstorming session on how we can design a new Community Arts installation for one of our local Business Improvement Areas. After responding to some more emails you might end your day by giving input on how to streamline existing processes.
ESTIMATED SPILT OF TIME
- 40% General Office Administration and Support
- 30% Programming Support
- 30% Communications Support
You can demonstrate:
- Excellent written and oral communications with the ability to speak to a range of audiences. Top notch customer service skills are a must.
- Attention to detail. Creating timelines, maintaining schedules and event logistics, tracking/documenting materials, filling out city permits and other forms etc.
- Excellent organizational skills. Ability to handle and manage multiple tasks and projects.
- Advanced problem-solving skills. You are a resourceful and creative thinker when faced with a challenge, and you understand that every obstacle has a solution. You think ahead, anticipate potential problems/outcomes and plan accordingly.
- Strong interpersonal skills. Comfortable working with a variety of stakeholders such as artists, volunteers, current and potential donors and community groups with a commitment to quality customer service. You feel comfortable talking to, and engaging with new people.
- Comfortable with evolving projects that may require new direction.
- Comfortable working in a non-profit setting with a strong interest in the arts, community engagement, public space activation, and city building.
- Highly organized with the ability to manage tasks effectively on schedule while staying on budget.
- Computer skills: Proficient in Social media platforms (Facebook, Twitter, Instagram, TikTok), Google Suite, Eventbrite, Survey Monkey and Constant Contact or Mailchimp. Familiarity with WordPress and database best practices is always appreciated.
- Can-do attitude, positive outlook with a desire to work collaboratively to make magical things happen!
ADDITIONAL INFO:
Preference will be given to applicants who live in the East End Arts service area. The role is a full time position and includes a benefits package after a successful probation period. As a community arts organization, the position requires flexible work hours including occasional evenings and weekends, especially in the summer. This position does require access to a computer and internet at home. For candidates without home access to a computer, one will be provided.
Staff members are currently working in a hybrid setting, a mix of at-home and at-office. Due to the nature of this position this equates to approximately 3 days a week in person (in-office or offsite in community at libraries, community centres etc). This in-person increases during the summer/fall months, when we are busiest and working outdoors, to up to 5 days a week.
HOW TO APPLY:
Please email cover letter, resume and three references as one single PDF document titled firstname.lastname.app to shana@eastendarts.ca by Friday January 26th, 2024 at 5:00 pm.
East End Arts is committed to building a more diverse workplace and encourages all qualified applicants to apply. Should you require, accommodations throughout the hiring process will be offered upon request. We thank everyone who applies but only those applicants selected for an interview will be contacted.
No phone calls please.