Program Coordinator

Art House Dallas is looking for someone who has an affinity for our mission, loves the arts, and sees creativity in all people. The Program Coordinator is responsible for helping plan, implement, and oversee Art House Dallas programs, events, and community relationships. In addition to programs, this role provides administrative support to the Executive Director. The ideal candidate takes initiative and can anticipate needs. The Program Coordinator will assist in the day-to-day operations of the organization, drafting and coordinating the output of organizational communications, planning events, assisting with programs, researching and pursuing fundraising opportunities, and producing Art House Dallas programs and events. The role works with staff, leaders, partners, and volunteers to ensure that all events are delivered on time and at the desired level of quality. Given the small size of the organization, the Program Coordinator must be organized, self-motivated, a team player, and willing to take new assignments as they come.

KEY RESPONSIBILITIES (but not limited to):

Programs & Events (All tasks performed according to direction from Executive Director)

• Manage program overview documents and event logs
• Work with Art House Dallas leaders to coordinate programs
• Foster working relationships and gain excellent rapport with artists in multiple disciplines
• Create event ticketing and manage event promotion
• Oversee the Internship Program and manage day-to-day tasks of interns
• Help review resumes for internships and interview potential candidates
• Help develop events including themes, venues, speakers, and logistics, including contracts
• Assist in event planning (creating budgets, reserving spaces, gathering/managing volunteers, making travel arrangements, etc.)
• Manage day-of-event details
• Prepare, brief, and assist with all décor, setup and teardown, food, event flow, and schedule
• Participate in sending thank-you notes and gifts where appropriate
• Maintain and track individual volunteer records and participation, as needed

Web, Marketing, & Social

• Maintain website and social media platforms
• Promote programs/events via email, social media, and community outreach
• Design graphics and create promotional materials
• Write, edit, and send newsletters and communications
• Manage online store: customer service, order fulfillment, and shipping

Development

• Maintaining program descriptions, records/summary reports, and data logs
• Writing and assisting in the compilation of materials for grant proposals
• Conducting research for fundraising opportunities
• Assist in research, organization, and writing of grants
• Manage program-related grant implementation, including grant budgets
• Oversee production of donor materials (brochures, gift bags)
• Work with event hosts for the execution of event details for donor events
• Work with Executive Director to develop communication for donor & artist newsletters
• Provide information to the Executive Director regarding grants
• Process donations, tax letters, prepare acknowledgment letters, and other correspondence
• Provide background information, meeting summaries, and/or supporting documents in preparation for donor, partner, and foundation appointments (media and donor kits)
• Assist with writing grant proposals, letter of Inquiry requests, and grant reports

Administrative

• Attend staff meetings
• Work with the Executive Director to review program policies and other management activities
• Maintain general info email account, draft and send emails to inquiries in a timely manner
• Assist in managing AHD offices, materials, supplies, and facilities
• Track and file receipts and expense reports
• Process invoices for contractors and vendors
• Perform general clerical duties including but not limited to: filing, photocopying, agenda preparation, and mailing
• Develop a system for management with the Executive Director – set up tasks, manage calendar appointments, meetings and calls and discuss regularly with ED
• Arrange travel and meetings as needed (itineraries, agendas, lodging, and meetings)
• Retrieve, sort, and distribute mail
• Provide administrative support for the annual audit and internal tasks, such as taking staff meeting minutes and collecting activity reports

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent organizational skills and the ability to meet deadlines
• Excellent communication skills; including writing, listening, and speaking
• Self-motivated and works well independently, and able to prioritize workload with little supervision
• Ability to work effectively and collaboratively with a small staff
• Ability to work effectively and respectfully with artists, churches, organizations, and donors
• Availability to work evening events and occasional weekends
• Proficient in Google Drive applications including Docs, Sheets, and Forms
• Basic understanding and ability to manage common social media platforms
• Experience with Adobe Creative Suite, Canva, Eventbrite, Mailchimp, Meta platforms, and Squarespace is a plus
• Position requires lifting at least 50 lbs and moving items for events and at the office, as well as climbing stairs, walking, squatting, kneeling, and driving
• Commitment to Art House Dallas mission and values
• Duties, responsibilities, and activities may change on occasion without notice
• Time commitment is part-time at 20-25 hrs/week
• Pay is competitive with arts non-profits and dependent on experience