Job Posting: Program Coordinator


Published: April 2, 2024

Categories: Jobs & Internships

Position: Program Coordinator
Reports to: Program Co-Directors
Location: Capitol Hill, Seattle, WA
Position type: Full-Time at 32 hours/week, Overtime-eligible
Salary: $47,000-$57,000 DOE, prorated at .8 FTE ($37,600 – $45,600)
Ideal Start Date:  June 3, 2024

Benefits: Artist Trust prioritizes work/life balance, and self/community care. We offer 22 days of vacation and holiday time in the first year of employment, including 10 days accrued paid vacation, at least 10 paid holidays (including paid vacation from December 25 – January 1), and 2 paid personal floating holidays; Artist Trust also offers accrued sick leave and family leave. Vacation accrual increases after the 1st and 4th year of employment, and four weeks of additional paid sabbatical is offered in the 7th year. We offer group medical, long-term disability, life insurance, and employer-matched retirement plan at no cost, professional development support for each staff member, and a flexible schedule and hours. This is a 32-hour per week full-time overtime eligible position, salary and paid time off will be prorated at .8 FTE. 

Overview of Position: The Program Coordinator supports the Program team and other staff with administrative tasks related to Artist Trust programs including grants and workshops. This position is responsible for maintaining and tracking data entry and evaluation, administering program payment processes, ensuring Artist Trust’s opportunities and resources are up to date, and serving as the point of contact for artists and community members. The Program Coordinator reports to the Program Co-Directors. 

About Artist Trust: Artist Trust is a nonprofit organization that supports working artists of all disciplines in Washington State. We fuel our funding and other programs for artists through fundraising, partnership, and community engagement. Recognized as a national model for direct funding and professional development for working artists, we have invested over $15 million in individual artists since our founding in 1986. At Artist Trust, all team members help shape our organization’s strategy and culture in a hardworking yet joyful environment that prioritizes collaboration, trust, accountability, and care. We view our mission through a lens of racial and geographic equity and are actively working to become an anti-racist organization and build a leaderful workplace. We invite you to learn more by visiting www.artisttrust.org.


CORE RESPONSIBILITIES

Data Entry and Artist Support  

  • Support Artist Trust grantmaking and professional development programs in data entry, updating materials, notetaking, and coordinating logistics for artist support programs. 
  • Track and maintain grant applicant and recipient data in Submittable and Salesforce. 
  • Create and maintain program registration pages in Salesforce/Click & Pledge. 
  • Track and maintain program participant data in Salesforce/Click & Pledge, Excel, and SurveyMonkey.
  • Support other artist survey and data collection methods, data entry, and reporting as needed. 
  • Prepare and collect payment materials for program instructors, grant panelists and recipients, and other program partners, and submit them to the Finance team for fulfillment. 
  • Update Artist Profiles on the Artist Trust website for grant recipients.  
  • Maintain current content on Artist Trust’s Opportunities, Resources, and Events webpages. 
  • Serve as the first point of contact for artists, grant applicants, and recipients seeking Artist Trust resources, including answering artist questions, and directing artists to appropriate resources. 

Organizational Culture, Racial Equity, and Strategy  

    • Research and create plans for Artist Trust’s facility use, including equitable reopening, and serve as main contact for Capitol Hill office.  
    • Manage activities essential to the daily operations of Artist Trust’s virtual/remote and in person offices, including purchasing, inventory, scheduling, and maintenance of office and office equipment. 
    • Open, distribute, and/or respond to incoming mail and general email.  
    • Oversee vendor contracts and relations, maintenance of, and purchasing and ordering supplies for photocopier, postage machine, telephone systems, desktop and laptop computers, and software and network management.
  • Manages outside consultants and contractors relating to Artist Trust operations and facilities, including IT, website, human resources, database, and maintenance.  
  • Leads Salesforce database and connected systems, providing encouragement, support, and training across teams, improving the efficiency of Artist Trust’s data management. 

Finance 

  • Process accounts payable to ensure timely payment of vendors, grantees, and contractors. 
  • Prepare weekly deposits and accounts receivable, and track income and expenses in partnership with Director of Finance and Operations.  
  • Prepare for and assist with annual audit, 990, and budget processes with Director of Finance and Operations and Finance Committee. 
  • Support financial administration as needed, including tracking monthly leave, staff credit card receipts, and expense data-entry. 

Board of Trustees, Staff, and Community Engagement  

  • Serve as the primary administrative coordinator of board and committee activities; plans meeting and event logistics, produce and distribute materials, maintain board web presence, board and committee distribution lists, and rosters, and coordinate new board member orientation. 
  • Attend and take the minutes of the board, Finance, and Executive committee meetings; coordinate all aspects of quarterly board meetings (2022 schedule: Saturday, Feb 26, May 16, Nov 19 on Zoom; Sept 16 to 19 in-person with travel required) and staff retreats (TBD); serves as volunteer manager and assists with logistics for meetings and events when needed. 
  • Manage human resource related activities including hiring process, on-boarding and exiting, annual performance evaluations, employee relations, and benefits administration. 
  • Develop and update employee handbook and organization-wide policies in collaboration with the staff leadership team to ensure alignment with anti-racist goals and a healthy workplace culture. 

Organizational Culture, Racial Equity, and Strategy  

  • Participate in staff meetings, the Strategic Vision/Stewardship and Racial Equity committees, and annual Board and staff retreat, and attend community events. 
  • Attend meetings, organizational learning sessions, and other opportunities to shape our organizational culture and strategic direction.  
  • Grow and apply the skills and practices needed to create an inclusive organizational culture including clear and kind communication, giving and receiving feedback, mutual accountability, and self-care and boundaries. 
  • Collaborate with staff in making strategic decisions. 
  • Support teams as needed.  

Values Alignment 

  • Deeply committed to racial equity and willing to view your work through an anti-oppression lens.    
  • Passionate about supporting artists in communities throughout Washington State; personal or professional connection to Washington State artists and arts communities of any discipline is a plus.  
  • Values collaboration, open and honest communication, and giving, receiving, and incorporating feedback.  

Qualifications 

  • Confidence using nonprofit databases and CRM software; direct experience with Salesforce is a plus (we also use Click & Pledge, DocuSign, Submittable, SurveyMonkey, and Zapier).
  • Experience using Microsoft programs (SharePoint, Word, Excel, Outlook, PowerPoint, Teams, etc.).
  • Keen attention to detail and high level of concentration to accurately comprehend, identify, and capture key data points.
  • Strong communication skills and the ability to be kind and welcoming while representing your area of work to Artist Trust’s community, staff, and Board.
  • Ability to exercise discretion and independent judgement in managing daily workload and remain accountable to achieving goals and completing tasks.

Our Commitment to Racial Equity: Artist Trust is committed to racial equity throughout our organization, working against systems of racism and engaging in partnership with our Black, Indigenous, and people of color artist community to truly fulfill our mission to support all artists in Washington State. All staff and members of our Board of Trustees sign a commitment to anti-racism and are encouraged to regularly have discussions and share resources about racial equity, power, privilege, and positionality, and participate in trainings and race-based caucusing. To learn more visit: artisttrust.org/about/commitment-to-racial-equity. 


HOW TO APPLY
To apply, please submit a cover letter and resume to hiring@artisttrust.org with the subject Program Coordinator  

Hiring Process: Applications will be reviewed on a rolling basis. Applications submitted by April 29 will receive priority review. We will update all applicants by May 20 on the status of the hiring process. During the interview process, Artist Trust will request references and clearance for a background check. We appreciate your interest in the position and invite your questions at hiring@artisttrust.org. 


Current work environment: Artist Trust maintains a physical office in Seattle’s Capitol Hill Arts District. Our work happens in artist communities statewide. Artist Trust maintains a hybrid workplace, with staff splitting their time working from home and in our office. This position would be ideal for someone in the greater Puget Sound region who can commute to our Capitol Hill, Seattle office 2-3 days per week, as well as travel within the greater Seattle area for meetings and events as needed.  


Artist Trust is an equal opportunity employer and complies with all EOE and ADA requirements. We are committed to employing a diverse workforce, and have a strong commitment to racial equity. People of color, transgender and gender non-conforming people, people with disabilities, and low-income people are encouraged to apply.