Programs Coordinator

Job Type

Full Time

Salary

Minimum: $31,000
Maximum: $36,000

Published

08/10/2018

Application Deadline

08/31/2018

Address

224 NW 13th Avenue
Suite 304
Portland
OR
97209
United States

Description

At Caldera, we believe in the power of creativity. Caldera is a catalyst for the transformation of

underserved youth through innovative art and environmental programs.​ Our Youth Program

provides students from Portland and Central Oregon with long-term mentoring that nurtures individual creativity beginning in sixth grade and continuing into young adulthood. Our Artists in Residence Program awards US-based and international artists the gift of time and space to practice at our Arts Center in Sisters, Oregon.


Position Title: Programs Coordinator

Supervisor: Youth Program Director

Full time (37.5 hrs/week), non-exempt and based in Portland

Salary: $31,000-36,000 DOE. Benefits include: paid time off, health, dental, vision, 403(b)

matching, long-term disability, short-term disability, and life insurance.


Position Description:

This position provides administrative and logistics support to Caldera’s Youth and Artists in Residence Programs and is based in our Portland office. Trips to Caldera’s Central Oregon site and collaboration with Caldera staff based in Central Oregon will be required.


The ideal candidate for this position will be a flexible, detail-oriented, self-motivated problem-solver with excellent customer service skills. Successful candidates will equally enjoy organizing systems and working with diverse populations in a complex, dynamic office environment. Applicant must have at least 2 years experience working with diverse groups in an office setting, as well as being comfortable multitasking and working with teenagers and their families.


Specific Responsibilities:


Develop systems and tools to meet program needs (50%)

● Support Caldera instructors with logistics such as supply ordering, arranging lodging, etc.

● Input and maintain student profiles and enrollment in Apricot database, track contact and other information for artists in residence

● Send and receive agreements, W-9 forms, and other paperwork for artists in residence

● Manage program communications, documents, and printed materials (student paperwork, staff handbook, etc.); establish needs and deadlines and coordinate the creation of printed materials

● Assist in the annual hiring process for summer camp by updating and sending out job descriptions; manage online platform for applications

● Assist with Summer Food Service Program (SFSP) for camp by submitting forms and reports and communicating with families to submit paperwork

● Create and prepare documents to aid in organization, such as scoring rubrics for panelists, staff sign-in sheets, etc.

● Generate check requests for contractors, vendors, and artists

● Maintain youth program calendar and support scheduling as needed

● Manage equipment inventory and run technology updates quarterly


Communicate with Caldera’s youth and families (30%)

● Prepare, distribute, and collect all youth program enrollment paperwork and track rsvps and

attendance

● Distribute and collect all Camp Caldera paperwork, call families to submit documents

● Field inquiries from students, parents, and guardians, and communicate when programs are full


Coordinate Events and Logistics (10%)

● Manage relationships with bus rental company and ensure timely reservation and arrival of

transportation for all youth programs

● Plan and co-facilitate meetings, and take notes

● Manage logistics (ordering food, tracking rsvps, etc.) for youth programming, and support

mentors, artists, and staff with residencies, intensives, camp, and other events

● Maintain relationships with partner schools and organizations

● Order art supplies and other materials for events


General Office Support (10%)

● Collect, open, and distribute mail

● Record and process checks for Accounting and Development departments

● Answer main Caldera phone line and direct calls as needed

● Greet guests to the office and answer questions from the general public

● Serve on committees as needed


Required Qualifications:

● Excellent adaptive communication skills

● Ability to “manage up” by anticipating needs and barriers and keeping staff on track

● Proficiency with Microsoft operating systems and Google Suite; experience with database

systems and design programs a plus

● Ability to travel and transport supplies to different program locations, and to Central Oregon 8-10 times/year for stays up to three days

● Keen attention to detail and skill in keeping precise records

● Openness to continued learning in cultural competence and commitment to advancing equity and inclusion

● Ability to work as part of a team and support cohesion with staff in different locations

● Positive, flexible, active problem-solver

● Ability to work a sometimes flexible schedule, including 5-8 weekends/year and occasional

Evenings


Preferred Qualifications

● Prior experience working with a youth or arts organization

● Familiarity and practice with anti-oppression frameworks

● Familiarity with Apricot database

● Access to a vehicle and valid driver’s license


Position Details:

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel. The employee is frequently required to stand. The noise level in the work environment is usually moderate.


Equity & Inclusion

We recognize that Caldera communities face many societal inequities. We recognize the history and ongoing impacts of racism in our country, state, and institutions. We acknowledge that we will always have room to grow as an organization and as individuals in our understanding of racism and oppression.


We commit to continually examining our role in both perpetuating and combating institutional racism. We also commit to ongoing alignment of our policies and practices to advance racial equity, inclusion, and freedom of expression.


We commit to integrating equity and inclusion into all areas of our work to better serve our mission; when we do, we get closer to the world that we want for our youth. To ensure our own accountability, we will 1) seek deeper relationships with and feedback from our larger community; 2) use our Equity Plan to guide ongoing work; and 3) apply our Equity Lens to decision-making. We will also seek inspiration from artistic and cultural traditions.


Caldera is an equal opportunity employer encouraging applicants of all backgrounds and does not discriminate on the basis of race, color, religion (creed), gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations.


To Apply:

Send a resume and cover letter describing interest in and qualifications for the position, highlighting experience and competencies that meet the role’s requirements. You’re welcome to also include anything else you feel is pertinent for us to have. Materials should be sent to Jobs@CalderaArts.org by August 31, 2018 at 5 p.m. No calls, please.

Benefits

Benefits include: paid time off, health, dental, vision, 403(b) matching, long-term disability, short-term disability, and life insurance.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

Jobs@CalderaArts.org
http://www.calderaarts.org/caldera/get-involved/jobs/

Send a resume and cover letter describing interest in and qualifications for the position, highlighting experience and competencies that meet the role’s requirements. You’re welcome to also include anything else you feel is pertinent for us to have. Materials should be sent to Jobs@CalderaArts.org by August 31, 2018 at 5 p.m. No calls, please.


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