Arts Education Coordinator

Job Posting Title

Agency

Supervisory Organization

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Job Type

Compensation

Job Description

OKLAHOMA ARTS COUNCIL  
 
The Oklahoma Arts Council (OAC) is the official state agency for the support and development of the arts. We strive to build a strong, service-minded team to support our mission to lead, cultivate, and amplify the transformative power of the arts for all Oklahomans and their communities.

We are seeking an organized and detail-oriented individual to support the agency’s arts education and community arts learning programs and provide clear, responsive assistance to the public. The ideal candidate takes initiative, communicates clearly, works well with others, and enjoys helping others.

POSITION SUMMARY

The Arts Education Coordinator provides programmatic and administrative support to Arts Education staff for Oklahoma Arts Council arts education and community arts learning programs, including the Oklahoma Creative Aging Initiative and arts education programs in schools.

This is a part-time position that reports directly to the Arts Learning in Communities Director. This position has an hourly rate of $27.00 with no other benefits and with duties requiring approximately 15-20 hours or less per week.

This is a temporary position for up to one year that may be extended dependent on additional funding. The funding for this position is made available in part through a Tobacco Settlement Endowment Trust (TSET) grant and one-time state appropriations for arts education from the Oklahoma State Legislature.

ESSENTIAL FUNCTIONS

Program and Administrative Support

• Provide programmatic and general administrative support to Arts Education staff.

• Respond to inquiries and provide information on OAC arts education programs.

• Provide logistical support for arts education programs, including room booking, catering, scheduling, communications, meeting coordination, and materials preparation, such as contracts and invoices.

• Book travel and manage travel claims and purchase requests and similar administrative tasks as needed.

• Gather photos, quotes, and documentation for program data and storytelling.

• Travel occasionally for site visits, meetings, and events, including after-hours events and overnight, in-state travel.

• Support other departments and the agency’s goals, including program and grants management, and perform additional duties as assigned.

Grants Administration

• Manage all files and records, data, and documentation for the TSET Discovery Grant awarded to the Oklahoma Arts Council and submit quarterly reports to TSET.

• Monitor the OAC grants system for submitted applications, reports, amendments, and other grant-related materials for arts education-related programs.

• Conduct initial checks for Creative Aging Partnership and Arts in Alternative Education Community Partnership Grant applications.

• Review partnership grant reports, payment requests, support materials, and assist with routine follow-up on applications, contracts, reports, amendments, support materials, and other grant requirements.

• Identify and communicate with applicants and grantees regarding missing or incomplete materials.

• Provide administrative support before, during, and after grant review panels, including scheduling, materials preparation, panelist support, and notes or documentation as assigned.

• Assist with routine follow-up related to applications, contracts, reports, amendments, support materials, and other grant requirements.

KNOWLEDGE, SKILLS, AND ABILITIES

• Understand the importance of representing the agency in a professional, respectful, and service-minded manner.

• Provide responsive and excellent service to program participants, applicants, grantees, partners, teaching artists, and other members of the public.

• Communicate clearly, professionally, and respectfully in writing, by phone, online, and in person, including speaking to groups when needed.

• Collaborate effectively with Arts Education staff, Grants Office staff, program staff, and other agency staff to deliver quality programs and services.

• Establish and maintain positive professional relationships within and outside the agency.

• Interact effectively with people from a variety of social, cultural, economic, and educational backgrounds.

• Handle confidential matters with tact, diplomacy, and discretion.

• Demonstrate sound judgment, professionalism, and attention to detail.

• Maintain a positive, calm, and helpful approach, especially when supporting people through detailed or time-sensitive processes.

• Demonstrate strong planning, organizational, and administrative skills.

• Manage multiple tasks, deadlines, records, and follow-up needs with accuracy and consistency.

• Take a proactive approach and work independently while knowing when to ask questions or elevate an issue.

• Adapt to changing priorities and handle unforeseen events calmly and professionally.

• Be curious, willing to learn, and comfortable learning new processes, programs, and technology systems.

• Demonstrate an interest in learning about current practices and research in arts education, creative aging, arts and health, alternative education, arts learning assessment, and program evaluation.

QUALIFICATIONS

Required:

• Associate degree from an accredited college or university required.

• Experience, training, or coursework that demonstrates strong organization, communication, customer service, administrative support, records management, or technology skills.

• Strong written and verbal communication skills, including the ability to provide clear and professional assistance by email, phone, virtual meeting, and in person.

• Ability to explain processes, provide basic technical assistance, and guide users through forms, deadlines, online systems, and program requirements.

• Ability to manage multiple tasks, deadlines, records, and follow-up needs with accuracy and attention to detail.

• Comfort using Microsoft Office 365 programs and learning online databases, grant portals, and other technology systems.

Preferred:

• Graduation from an accredited four-year college or university with a degree in art, arts education, arts administration, business, or public administration or a related degree.

• Experience supporting grant programs, nonprofit organizations, public agencies, arts organizations, or community-based organizations.

• Experience using online databases, grant portals, customer relationship management systems, or other records management systems.

• Experience with Fluxx Grantmaker or other grants management systems.

• Additional skills that support public-facing service, such as bilingual communication, community outreach, or experience working with communities, helpful but not required.

KEY REQUIREMENTS

• Pre-employment OSBI background check must be successfully completed.

• Must hold driver's license and be able to drive a vehicle to various locations across the state if necessary.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Office-based work involving extensive computer and phone use.

• Requires long periods of sitting, up to eight hours a day.

• Must be able load and unload materials of up to 40 pounds.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

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