Public Programs Coordinator

Department: Public Programs

Position Type: Full Time

Hourly or Salary: Hourly

Pay Range: $18.00

Overview

Supports the vision of Newfields and the Public Programs department by researching, planning and implementing processes and projects through interdepartmental collaboration.  Coordinate and facilitate community outreach and family programming with the Senior Manager of Family & Community Programs.  Staff and execute Public Programs as assigned.

Responsibilities 

• With their assigned manager, plan and implement a comprehensive slate of programs to support the Indianapolis Museum of Art, The Gardens and Fairbanks Park, including but not limited to Free First Thursdays, Community Days, films, making experiences, performances, family days, outreach and artist residencies.
• Adhere to institutional and department financial process; provide accurate and timely information for requisitions, purchase orders, credit card transactions, invoicing etc. following finance protocol; track income and expenses for assigned projects to adhere to institutionally approved budgets.  
• Draft contracts; Follow Newfields procedures to facilitate review and approval requests for contracts.
• Coordinate program logistics including but not limited to tracking tasks and deadlines, submitting marketing work orders and ticket requests, researching and requesting film screening rights, volunteer requests, drafting and disseminating event orders, and day of on-site facilitation.
• Organize and schedule meetings with partner organizations and performers as assigned. 
• Coordinate performer and speaker travel as needed.
• Manage and organize department resources throughout various storage locations. 

Required Skills 

• Proficiency in Microsoft Office, with a strong understanding of Excel, and other software commonly used at Newfields; and a willingness to learn new software programs as needed. 
• Strong writing skills; ability to draft clear, original correspondence for internal communication as well as program copy for Newfields’ publications and marketing. 
• Ability to effectively present information in one-on-one, small group situations to donors and employees and to large groups in a program setting.
• Strong attention to detail, problem solving ability and organizational skills.  Ability to coordinate multiple tasks, meet defined deadlines and follow-up with assigned tasks.
• Basic familiarity with Newfields’ permanent collection and special exhibitions.
• Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, decimals, and percentages.
• Reasoning Ability – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.
• Other Skills and Abilities – Exceptional interpersonal skills. Basic understanding of public relations fundamentals and demonstrated experience working as part of a team. 

Educations and/or Experience 

High School Diploma and 4 years of program experience or bachelor's degree and 2 years of program experience required. 

Physical Demands of Work Environment 

The physical demands and work environment characteristics described here are representative of that that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Physical demands: While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/ or move up to 50 pounds and navigate stairs. Specific vision abilities required by this job include close vision, distance vision, color, vision peripheral vision, depth perception, and the ability to adjust focus. 

Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. The noise level in the work environment is usually moderate.

Salary : $18