Program Administrator with Artists' Adaptability Circles

Job Title: Program Administrator

Reports To: Project Co-Directors

About AAC

Artists’ Adaptability Circles (AAC) is a community-driven granting and leadership development program based in the Bay Area, designed to address the needs of artists, culture bearers, and arts workers. Rooted in mutual aid, AAC focuses on process, journey, and support for individual artists as its goal, rather than measurable objectives or deliverables.

AAC is fiscally sponsored by 501(c)(3) public charity Independent Arts & Media. All AAC employees are employees of Independent Arts & Media, and subject to all Independent Arts & Media policies and procedures.

Why Join Us

Using a distributed leadership and funding model, AAC operates by centering the trust built within our creative communities, and the knowledge and experiences of participating artists, arts workers, and culture bearers. We hope to show that direct investment in groups of individual artists, who are equipped to identify and address their own needs and the needs of their culturally specific communities, has an exponential impact in our communities. This impact has the potential to extend beyond the Bay, aiming to combat colonized concepts of art to provide authentic support to historically under-resourced artists.

As Program Administrator, the ideal candidate will play a crucial role in stewarding this unique program and its mutual aid-centered ethos. Working part-time with generous W2 employee benefits, they will also have the flexibility to pursue other creative, freelance, or part-time work.

Position Overview

The Program Administrator will lead the administration and coordination of the Artists’ Adaptability Circles (AAC) Program. Working closely with two part-time Co-Directors from the partner organizations, Emerging Arts Professionals (EAP) and Black and White Projects (BWP), this role will be responsible for ensuring continuous, active collaboration between all community partners. This part-time position will also lead meetings with the Advisory Circle to steward the growth and maintenance of the program, coordinate schedules and documentation, manage the program budget, and connect individuals within the network.

Key Responsibilities

Admin & Operations

• Serve as the primary point of contact for all program participants, Advisors, funders, and the public.
• Steward the Google Calendar for all staff meetings, retreats, and program sessions.
• Coordinate the program’s file structure within Google Shared Workspace and maintain sharing settings.
• Assist the Co-Directors with grant production including, but not limited to, checking in with funders, editing grant language, gathering needed documents, application submission and reporting.
• Negotiate, draft, and execute contracts for all vendors and contractors.
• Migrate and update existing AAC information from the EAP website to a new AAC website.

Program Management

• Act as a primary project manager and coordinator for the Artists’ Adaptability Circles program, including the Engagement Period (September 2026-February 2027), Expenditure Period (March 2027-June 2027), Evaluation & Analysis period (July 2027-September 2027), with possibility of continuation/growth.
• Steward the Program Timeline and ensure that tasks, projects, and deliverables are moving in alignment with the timeline.
• Co-facilitate artist, cohort, and leadership development sessions as part of the AAC program, along with the Co-Directors and guest facilitators.
• Schedule, prepare, and co-facilitate meetings and events outlined in the AAC Program Timeline with program participants, mentors, advisors, and partners.
• Facilitate weekly Facilitator meeting agendas, document minutes, and maintain a centralized project management system to track action items and ensure group accountability.
• Schedule, attend, and co-facilitate monthly AAC Advisory Circle meetings and quarterly EAP Advisory Board meetings, as needed.
• Collect, review, and organize program feedback for review at annual leadership retreats with the Co-Directors to assess and continue development of the program.
• Support in the creation of program impact reports and other public-facing documents.
• As needed, support marketing and communications for AAC and EAP, e.g. email newsletters, basic website tasks, and social media management support.

Finance

• Regularly ensure payments are in line with Program Budget and process reimbursements through Mazlo in a timely manner, in compliance with the fiscal sponsor’s financial policies and procedures.
• Support with budget and financial training of program participants, working with fiscal sponsor Independent Arts & Media.
• Organize grantee budgets for approval by the Advisory Circle, monitor grantee spending against allocations, and manage vendor payments.

Qualifications

• 1-2 years in operations, program or project management, or arts administration, preferably in an arts organization or nonprofit context
• Proficiency using Google Workspace, Google Calendars (required)
• Excellent communication and interpersonal skills
• Excellent organizational and time management skills
• Experience working with Black, Indigenous and People of Color, LGBTQIA+ people, people with disabilities, and other historically under-resourced communities
• Experience with maintaining budgets and tracking payments, or willingness to learn
• Preferred skills, but not mandatory:
  • Facilitation skills
  • Conflict management skills
  • Project management software experience (Airtable)
  • Familiarity and experience working in the Bay Area arts and culture sector

Physical Requirements

With or without reasonable accommodation(s), the essential functions of this position require certain physical and mental abilities. These abilities include, but are not limited to: typing, writing (in English), reading (English), speaking (English), seeing, and hearing.

All of the qualifications and responsibilities outlined above are essential job functions; individuals may be required to perform other duties, subject to reasonable accommodation.

Schedule & Location

This is a hybrid position, with occasional previously scheduled, in-person program sessions, staff meetings, and retreats in San Francisco and Oakland.

Specific working hours are flexible, including meetings typically between Tuesday-Friday during the working hours of 10 AM-5 PM. Hours may increase to up to 20 hours per week between September-February, when there are more frequent in-person program sessions.

Compensation & Benefits

• Compensation: $35/hr, at 10-15 hr/week (up to 20 hr/week between September-February)
• Ample opportunities for professional development through work with the AAC Advisory Circle, EAP Co-Directors and Advisory Board, and contact with EAP Fellowship and alumni
• 100% employer coverage of health premiums, including medical, dental, and vision
• Accrued Vacation PTO and Paid Sick Leave, plus 4 weeks PTO between mid-December through mid-January when the office is closed
• $25 monthly remote work stipend
• Eligible for 401(k) and/or Roth plans after six months

Equal Opportunity Employer: Artists’ Adaptability Circles is an equal opportunity employer and committed to a diverse and inclusive workplace. We encourage all qualified candidates to apply regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.

How to Apply: Please submit your cover letter, resume, and two references (phone number and email) to admin@aacbayarea.org by August 7th. In your cover letter, please address why you think you are a good fit for our organization. Candidates who meet the job requirements will be contacted to schedule a preliminary screening interview. Finalists will be invited to a group interview before a candidate is selected.

Anticipated Start Date: August 24, 2026

• Compensation: $35/hr, at 10-15 hr/week (up to 20 hr/week between September-February)
• Ample opportunities for professional development through work with the AAC Advisory Circle, EAP Co-Directors and Advisory Board, and contact with EAP Fellowship and alumni
• 100% employer coverage of health premiums, including medical, dental, and vision
• Accrued Vacation PTO and Paid Sick Leave, plus 4 weeks PTO between mid-December through mid-January when the office is closed
• $25 monthly remote work stipend
• Eligible for 401(k) and/or Roth plans after six months