Program Coordinator/Events and Engagement, College of Entertainment and the Arts
Job Overview
Compensation
Hourly
Range $19.25 - $27.75
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional Development
flexible schedule
Employee Discounts
Job Description
The University visual arts and design department is a vibrant academic unit committed to fostering creativity, critical thinking, and cultural engagement through comprehensive programs in visual arts and design. Known for its dynamic exhibitions, innovative educational opportunities, and strong community partnerships, the department serves as a hub for students, faculty, artists, donors, and industry collaborators who share a passion for the arts. The department is dedicated to providing an inclusive and inspiring environment where artistic and academic excellence can thrive. It supports a variety of programs that encompass traditional and contemporary art practices, design disciplines, and public engagement initiatives, making it a leading institution in the visual arts education landscape.
The role of the Program Coordinator / Events & Engagement is integral to the smooth operation and success of the department. As the primary administrative and operational support person, the Coordinator will manage a wide range of responsibilities that contribute directly to the academic, cultural, and community engagement missions of the unit. This full-time position involves coordinating exhibitions, internal and external programming, and special events while serving as a key liaison between faculty, students, community partners, and university departments. The Coordinator ensures that each event and program runs smoothly from planning to execution, creating meaningful and professional experiences for all participants.
This position requires exceptional organizational skills, a detail-oriented approach, and the ability to communicate effectively with diverse stakeholders. The coordinator will be responsible for managing schedules, departmental communications, budgets, and supply inventories. They will also oversee the logistics of exhibition installations including artwork transportation, insurance, labeling, and lighting. The role involves collaboration with university marketing and communications teams to promote events and programs effectively, ensuring visibility and engagement across multiple platforms.
Moreover, the Program Coordinator will provide financial support by tracking expenditures, managing vendor contracts, and assisting with donor and grant documentation. Participation in the college's administrative team (A-Team) adds another layer of cooperative event planning and management, working closely with the dean's office and other departments. The Coordinator must be adaptable, proactive, and eager to contribute to the growth and reputation of the department and college.
Overall, this role offers a unique opportunity to be deeply involved in the intersection of administration, art, education, and community outreach. Candidates who enjoy a dynamic work environment, value creativity, and have a passion for engaging diverse audiences will find this position rewarding. The University highly values professionalism, collaboration, and a commitment to excellence, making this an excellent career opportunity for those seeking to advance their skills in program coordination and event management within an academic arts setting.
The role of the Program Coordinator / Events & Engagement is integral to the smooth operation and success of the department. As the primary administrative and operational support person, the Coordinator will manage a wide range of responsibilities that contribute directly to the academic, cultural, and community engagement missions of the unit. This full-time position involves coordinating exhibitions, internal and external programming, and special events while serving as a key liaison between faculty, students, community partners, and university departments. The Coordinator ensures that each event and program runs smoothly from planning to execution, creating meaningful and professional experiences for all participants.
This position requires exceptional organizational skills, a detail-oriented approach, and the ability to communicate effectively with diverse stakeholders. The coordinator will be responsible for managing schedules, departmental communications, budgets, and supply inventories. They will also oversee the logistics of exhibition installations including artwork transportation, insurance, labeling, and lighting. The role involves collaboration with university marketing and communications teams to promote events and programs effectively, ensuring visibility and engagement across multiple platforms.
Moreover, the Program Coordinator will provide financial support by tracking expenditures, managing vendor contracts, and assisting with donor and grant documentation. Participation in the college's administrative team (A-Team) adds another layer of cooperative event planning and management, working closely with the dean's office and other departments. The Coordinator must be adaptable, proactive, and eager to contribute to the growth and reputation of the department and college.
Overall, this role offers a unique opportunity to be deeply involved in the intersection of administration, art, education, and community outreach. Candidates who enjoy a dynamic work environment, value creativity, and have a passion for engaging diverse audiences will find this position rewarding. The University highly values professionalism, collaboration, and a commitment to excellence, making this an excellent career opportunity for those seeking to advance their skills in program coordination and event management within an academic arts setting.
Job Requirements
- Associate degree or higher in arts administration event management or related field preferred
- Minimum of 2 years experience in program coordination or event management
- Excellent organizational skills
- Strong communication and interpersonal skills
- Proficiency in Microsoft Office Suite and Google Workspace
- Ability to work independently and collaboratively in a fast-paced environment
- Detail-oriented and able to manage multiple tasks simultaneously
- Flexibility and adaptability
- Commitment to creating exceptional experiences for students visitors and community partners
Job Qualifications
- Associate degree or higher in arts administration event management or related field preferred
- Previous experience in program coordination event planning or administrative support in an academic or arts-related environment
- Strong organizational and project management skills
- Excellent written verbal and interpersonal communication abilities
- Ability to manage multiple projects and priorities simultaneously
- Exceptional attention to detail and follow-through
- Strong customer service and relationship-building skills
- Proficiency in Microsoft Office Suite and Google Workspace
- Experience with event registration and ticketing platforms
- Familiarity with project management software and budget tracking systems
- Knowledge of social media and digital communications platforms
Job Duties
- Serve as the primary administrative coordinator for the academic unit supporting faculty staff students and visitors
- Coordinate daily office operations communications and administrative workflows
- Manage departmental calendars schedule meetings and coordinate faculty and committee meetings
- Coordinate university event scheduling and facility reservations
- Prepare and distribute departmental communications newsletters and announcements
- Supervise and coordinate student workers
- Order office classroom and studio supplies and maintain departmental inventories
- Coordinate shipping receiving and distribution of departmental materials and exhibition assets
- Assist with academic scheduling course planning and university reporting processes
- Monitor departmental budgets purchasing card transactions invoices and financial reports
- Maintain departmental records and ensure compliance with university policies and procedures
- Provide administrative support for special projects and initiatives as assigned
- Coordinate the planning logistics and execution of gallery exhibitions receptions lectures workshops and special events
- Collaborate with faculty artists university leadership and external partners to support exhibitions and public programming
- Coordinate exhibition installation schedules artwork transportation insurance documentation labeling lighting and event logistics
- Manage exhibition calendars production timelines artist correspondence and related documentation
- Coordinate internal and external programming that supports the mission of the academic unit including guest speakers educational programs donor events student showcases and community partnerships
- Coordinate visitor experiences tours reservations and ticketing for exhibitions and special events
- Assist in creating welcoming professional and engaging experiences for students visitors artists alumni donors and community partners
- Ensure gallery and event spaces are organized prepared and visitor-ready
- Coordinate vendors contractors and service providers as needed for exhibitions and events
- Collaborate with the CEA Communications Manager and University Marketing to promote exhibitions programs and special events
- Assist in developing newsletters website content social media communications event promotions and other marketing materials
- Coordinate exhibition calendars and public event communications
- Support media relations and community outreach efforts that increase awareness and participation in programs and events
- Assist in developing and monitoring departmental and event budgets
- Track expenditures and prepare financial reports as requested
- Coordinate purchasing vendor relationships contracts and payment processing
- Assist with sponsorship documentation donor stewardship activities and grant administration as assigned
- Assist the CEA Administrative Team with event management supporting the planning coordination and execution of the College's premier events
- Collaborate with the A-Team to plan and coordinate all aspects of CEA signature events including logistics scheduling vendor coordination communications and event execution
- Assist with event setup on-site operations and post-event teardown for CEA premier events
- Attend monthly A-Team meetings to facilitate communication collaboration and coordination across the College's schools departments and programs
- Work closely with the Executive Office Manager in the Dean's Office to coordinate initiatives events and administrative activities related to the University's visual arts and design academic unit
- Support additional college-wide initiatives and special projects as assigned
Job Criteria
Experience
No experience required
Job Location
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