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California State Summer School for the Arts – SSM I (Contract, Procurement, Communications)

APPLY HERE: https://www.calcareers.ca.gov/CalHrPublic/Jobs/JobPosting.aspx?JobControlId=384695

California State Summer School for the Arts is accepting applications for a full time Staff Services Manager I (Specialist) based in the Los Angeles area (currently Playa Vista).

 

Under the general direction of the Deputy Director, and the Director, the Staff Services Manager I (SSM I) Specialist serves as a highly independent, non-supervisory manager. The position is responsible for the department’s procurement and FI$CAL operations. The position oversees all faculty, staff, and vendor contracting. The position also oversees operations for special events, and manages marketing and communications for students, parents, educators and other key stakeholders. The SSM I participates in the program’s recruitment and outreach efforts. This position requires a high degree of independence and authority as a significant amount of time is spent managing the above tasks, and providing analysis and recommendations to the Director, and Board of Trustees.

APPLY HERE: https://www.calcareers.ca.gov/CalHrPublic/Jobs/JobPosting.aspx?JobControlId=384695

 

 

Executive Director

Position:                     Executive Director
Reports To:                Board President
Salary:                         FTE Salary range $90,000-$100,000      
Hours + Benefits:     Detailed below
Location:                    Berkeley, CA and remote
Available:                   October 1, 2023
 
Vital Arts was founded to honor the victims of the Ghost Ship fire by ensuring access to safe, affordable spaces for artists to live, work, and perform in the San Francisco Bay Area. We act as a catalyst and facilitator for effective advocacy, intervention, and solutions, and strive to remain nimble for continuous learning and responsiveness. Our focus is on projects that address the needs of low to moderate-income artists, through leveraging networks and partnering with a range of agencies and individuals. We envision a world in which arts and culture are recognized as essential to a vital and healthy society, cultivating a creative community in which artists can thrive. (Additional information can be found at www.vitalarts.org)

THE POSITION
 
We are seeking a versatile individual, passionate about Vital Arts’ mission, with experience in advocacy, organizational management and fundraising to be our first Executive Director. This is a good opportunity for an experienced arts professional to bring the organization to its next level of impact in support of artists and a healthy local arts ecosystem. The Executive Director:
· provides leadership and strategic direction for activities that fulfill and enhance Vital Arts’ mission and vision.
· shapes strategies and leads efforts to develop diversified foundation, individual, public, and corporate funding sources for operations and capital projects.
· serves as an articulate, passionate, and persuasive spokesperson for the organization to members, funders, the public, government and private agencies, and the media; and oversees the efforts of staff and volunteers.
 
ESSENTIAL RESPONSIBILITIES
The Executive Director will carry out these specific responsibilities:
 
Program Administration
1.  Assure that the organization has a long-range strategy which achieves its mission, and toward which it makes consistent and timely progress.
2.  Provide leadership in developing program, organizational and financial plans with the Board of Directors and staff and carry out plans and policies authorized by the board.
3.   Promote active participation by skilled volunteer advisors and others in the organization’s work.
4.  Maintain official records and documents; ensure compliance with federal, state, and local regulations.
5.  Maintain a working knowledge of significant developments and trends in the field.
 
Communications
1.  Promote the activities of the organization, its programs, and goals, including maintaining a current and vital online presence via web and social media.
2.   Establish sound working relationships and cooperative arrangements with partner organizations, media, policy makers, funding agencies, and community groups.
3.  Represent the programs and point of view of the organization to agencies, organizations, and the public.
4.   See that the board is kept fully informed on the condition of the organization and important factors influencing it.
5.   Facilitate and attend meetings of the Board and its advisory subcommittees.
 
Fundraising And Finance
1.  Lead fundraising efforts, including supporting the board’s involvement in fundraising, personally cultivating and soliciting donors, grant writing, and overseeing implementation of fundraising plans and policies approved by the board.
2.   Plan and coordinate capital campaigns as appropriate.
3.   Be responsible for developing and maintaining sound financial practices.
4.  Work with the staff, Finance Committee, and the board in preparing a budget; see that the organization operates within budget guidelines.
5.  Ensure that adequate funds are available to permit the organization to carry out its work, including planning for adequate cash flow to cover operational needs.
6.   Ensure compliance with all local, state, and federal legal requirements.
 
Human Resources
1.  Supervise a part-time Program Associate and oversee the recruitment, employment, and release of all personnel, including subcontractors, and volunteers.
2.  Ensure that formal job descriptions are developed, that evaluations are held, and that sound human resource practices are in place.
3.   Encourage staff/volunteer development and education and assist them in relating their specialized work to the total program of the organization.
4.  Maintain a climate which attracts, keeps, and motivates a diverse team of top-quality people.
5.   Actively support the Board in its development and play an active role in recruitment and engagement of Board and Advisory Board members.
 
QUALIFICATIONS
 
Our ideal candidate will share our vision, have a can-do attitude, and be deeply committed to bolstering support for artists in society. We are looking for someone with broad experience across multiple areas of responsibility and will prioritize applicants with deep knowledge of the artist communities of the Bay Area. They will enjoy working with people from varied backgrounds, life experiences and viewpoints. They will be self-directed and well-organized, while able to handle multiple deadlines with grace and a sense of humor.
 
Specific qualifications include:
· 5 – 10 years of organizational management experience, preferably in the nonprofit sector.
· Ability to quickly establish credibility and build strong working relationships with community stakeholders and to articulately represent Vital Arts with public agencies, funders, artists and cultural workers, and members of the public.
· Strong knowledge of local arts and cultural communities. Demonstrated experience working with individuals of diverse backgrounds with deep respect, valuing their perspectives and experiences.
· Familiarity with the practice and principles of social organizing and advocacy.
·  Outstanding interpersonal, written, and verbal communication skills
· Experience with donor relations, nonprofit fundraising practices and principles.
· Experience with budget development and knowledge of sound financial management practices.
· Comfortable and proficient with a variety of software: Microsoft Office (Word, Excel, PowerPoint), Google Suite required. Squarespace or other website programs, design and photo editing software desirable as is prior experience with CRM or fundraising software.
 
Additional Preferred Qualifications
· Possess basic experience and understanding of the elements of capital and construction projects and/or urban planning tools (zoning vs. codes, etc.)
· An enthusiastic storyteller with a clear voice for writing copy and passion for sharing ideas with others.
 
WORKING TERMS AND CONDITIONS
 
This is a remote position involving occasional in-person meetings and site visits with artists and spaces throughout the Bay Area. The successful candidate will need a home office with high-speed internet, access to a vehicle, and the ability to conduct in-person site visits of buildings of unconventional construction with a wide array of physical conditions and challenges.
 
Hours:    Full time / 40 hrs. Option of reduced week (min 32 hours) on FTE basis.
Salary:    FTE salary range of $90-100K, annually, depending on experience and qualifications, plus paid vacation and sick leave.
 
HOW TO APPLY
 
Applications will be accepted until the position is filled. We encourage applications as early as possible, with the intent to begin interviews as soon as practical.  To apply, please email a single pdf document including the following with the subject line “Executive Director Applicant” to kathryn@vitalarts.org:
·  A cover letter that explains your interest in and connection to our work
·  A resumé, citing relevant paid and volunteer experiences
·  Names and contact information for 3 references.

Details at  https://www.vitalarts.org/opportunities
 
Equal Opportunity Employer:
 
As an organization committed to community solutions VITAL ARTS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, along with any and all of other characteristics that make us all unique. BIPOC, queer and trans people, women, and nonbinary and gender non-conforming applicants are encouraged to

Recreation/ Community Services Coordinator

The City of Ontario’s Department of Museum, Arts & Culture is searching for energetic, creative, organized, and community-oriented individuals to join our team as a Coordinator. There are 3 positions available, 2 Full-time and 1 Part-time.

For full details, see below description of each position available in the Department of Museum, Arts & Culture and find a link to the job application here and a brochure on the positions here.

Salary Range is: $28.33-$34.41 Hourly

EVENT COORDINATOR: The Event Coordinator plays an essential role in supporting the Department of Museum, Arts & Culture to carry out large-scale events and festivals, under the direction of the Director and Manager. This includes annual events such as the Ontario Art Festival and Culture Fest as well as VIP events, exhibit receptions, public art dedications, and the quarterly Ontario Art Walk. The position will be responsible for: developing concepts and ideas; preparation and execution of events, planning and maintaining the event/program budget; determining, purchasing, and maintaining materials, equipment, supplies and/or facilities needed; promoting programs by designing and developing various publicity materials; coordinating volunteers; and interviewing and hiring vendors, contractors; establishing and maintaining close liaison with public and private institutions, and individual artists; assisting in recruiting program and event sponsors, vendors and other promotional needs; coordinating public safety, public works, volunteer, and other support services required for special events; ensuring vendors are in compliance with city and county policies; collecting and processing vendor agreements, fees and deposits and maintaining accurate files and records; and the ability to direct the work of others during events. The Ideal Candidate possesses impeccable attention to detail and a high standard of work, along with exceptional communication skills. They also have a knowledge of principles and techniques used in planning, coordinating, and servicing a variety of arts, entertainment, and/or educational events. The strongest candidate has experience in handling multiple projects and responsibilities simultaneously, understands how to prioritize, stays calm under pressure, and executes tasks efficiently and with accuracy.

FACILITIES AND VISITOR EXPERIENCE COORDINATOR: The Facilities and Visitor Experience Coordinator plays an essential role in the public’s experience of the Ontario Museum of History & Art, under the direction of the Director and Supervising Curator. They provide an exceptional visitor experience by overseeing the Museum’s front-of-house team and facilities. The coordinator handles the front desk/reception, tracks and maintains attendance and other key facility data, maintenance requests, and coordination of capital building projects. This includes: being knowledgeable about the Museum, its history, exhibits, programs and special events, and communicating this information to guests; training and supervising front desk museum assistants and contracted security guards; maintaining the highest standards of both visual appearance and operability of all public spaces (interior and exterior of building); daily inspection of facilities for necessary repairs, ensuring proper functioning of mechanical and utility systems and compliance with pertinent building and safety codes; coordination and scheduling of routine maintenance by liaising with Facilities Management, Historic Preservation, and Risk Management to ensure compliance with ADA, safety ontarioca.gov Recreation Continuum of Care and Housing Services and other building related regulations. The Ideal Candidate possesses impeccable attention to detail and a high standard of work, along with exceptional communication skills. They are a hospitality-oriented individual with strong team leadership skills and experience dealing with the public in a customer service or hospitality environment. The strongest candidate has knowledge of facilities management/maintenance, including administration of service contracts for buildings. Bilingual English/Spanish is preferred.

PUBLIC ART COORDINATOR (PART-TIME ONLY) The part-time Public Art Coordinator plays an essential role in supporting the Department of Museum, Arts & Culture’s newly established Public Art Program by coordinating public art projects for the City of Ontario. This includes facilitating the selection of artists for projects; preparing artists’ contracts; assisting with the coordination of project implementation; and providing planning assistance to visual artists. The position will be responsible for: planning and implementation of various programs designed to support visual art in public places; preparing requests for proposals/qualifications; tracking public art project budgets; preparing contracts; writing clear and concise reports; making public presentations; coordinating between various committees and artists; and inventorying the public art collection and identifying any maintenance needs. The Ideal Candidate possesses impeccable attention to detail and a high standard of work, along with exceptional communication skills. They also have a knowledge of principles and techniques used in planning, coordinating, and servicing public art projects. The strongest candidate has experience in handling multiple projects and responsibilities simultaneously, understands how to prioritize, stays calm under pressure, and executes tasks efficiently and with accuracy.

Examples of Essential Functions

The essential functions typically performed by a Recreation/Community Services Coordinator include the following:

  • Coordinates, schedules, implements, and supervises a variety of recreation and community services programs, activities and events.
  • Participates in the development of recreation and community services program proposals.
  • Coordinates facility reservations and scheduling.
  • Monitors and reports on safety and maintenance of community center facilities and parks.
  • Schedules, directs, trains and evaluates part-time and volunteer staff; completes required evaluation forms.
  • Receives and responds to public and community group inquiries and requests; and assists with customer services and providing appropriate recommendations.
  • Develops and writes brochure information, press releases, promotional information, and fliers regarding recreation and community services events, programs, and related information.
  • Prepares program evaluation reports.
  • Provides program implementation recommendations and assists supervisor with special projects, departmental procedures and handling employee questions or concerns as necessary.
  • Prepares and distributes logs and reports to supervisor.
  • Handles and records cash revenue in compliance with departmental financial controls.
  • Assist in other duties as assigned.

Qualification Guidelines

Educational Requirements
High school diploma or recognized equivalent.

Experience Requirements
Two years of experience in coordinating recreation and/or community services programs or a related field.

Desirable
Bilingual in Spanish is highly desirable. Experience in Microsoft Office 365 and recreation software programs, preferably CivicRec. College-level degree and/or coursework in recreation, public administration, or a related field

Development & Communications Manager

Venice Arts seeks a full-time Development & Communications Manager with broad experience in a development office and deep experience with events, annual campaigns, individual donor development, and organization communications. Working under the supervision of the Director of Development, this position has the following key roles and responsibilities:

1. Events

● Act as the lead producer including, but not limited to, managing all event elements, from planning and communications through execution; maintain the event calendar and task spreadsheets; solicit food, refreshments, art, and silent auction items, as relevant; manage all wrap activities, such as donor acknowledgments and outreach.

2. Annual Campaigns

● Manage annual campaigns, currently consisting of an online/direct mail spring “Camp Campaign” and an online/direct mail “Year-End Campaign.”

● Work with the Dev Comm Team to identify the storyline, strategies, collaterals, tasks, and calendar for each campaign, assuring that the Development Assistant implements accurately and efficiently across online, social media and direct mail platforms.

3. Donor Development and Management

● Steward existing donors, identifying how best to increase engagement with Venice Arts.

● Cultivate new relationships with prospective individual and corporate donors.

● Assure that donor acknowledgements are written, sent, and filed in a timely manner.

● Assure the maintenance of the individual and corporate (non-grant) donor database.

4. Communications

● Manage organization and programs communications calendars and tasks across all platforms—from strategy through execution.

● Write website stories, as well as content for eNews, eblasts, donor updates, and social media feeds, and review, proof, edit, and approve content drafted by others.

● Review the back-end of all online campaigns—from subject lines through auto-donor letters—to assure that each campaign is compelling, complete, and up-to-date.

● Regularly review data, such as Google Analytics, to inform communications strategies.

5. Development Administration

● Supervise the Development Associate, assuring that this position completes all development support activities in a professional and timely manner.

● Analyze data from a range of sources (FMP, Excel, Data Arts) to complete the annual giving analysis and to report quarterly to the Dev Comm Team.

● Compile data for SMU Data Arts, among other needs.

● Take minutes at Board meetings, support Board member’s engagement efforts, and assure that Board-related documents are up-to-date (give/get, IRS documents, etc.)

6. Earned Income

● Support the Development Associate in managing venue rentals, approving all rentals and assuring each is appropriately staffed.

7. Other Duties As Assigned

QUALIFICATIONS

Skills & Experience

You have a minimum of three years experience in an active development office, at least at the Coordinator level, management experience strongly preferred. You have demonstrated experience managing events, as well as cultivating and stewarding individual donors. You have at least two years of experience in development-driven communications, and understand communications strategy and how to shape messaging to take advantage of multiple platforms. You are a strong writer and thorough editor. You are highly proficient with Microsoft Office (especially Excel), the Google Suite, and a development data system (FileMaker Pro a plus). Proficiency with Adobe Creative Cloud a plus, as is an understanding of design communications. You are experienced supervising staff tasked with mission-critical, detail-oriented work.

Qualities

With a keen desire to grow in the field, you are exceptionally well-organized and detail-oriented, equally as well-suited to lead strategy, as to manage details. You are an excellent communicator, able to articulate Venice Arts’ mission with passion. You are outgoing and comfortable with a range of personalities. You are able to manage and meet multiple deadlines with grace, and easily master systems for maintaining calendars, tasks, and data. A graduate of a nonprofit management or a fundraising program, a plus, but is not required.

COMPENSATION PACKAGE

This is an exempt (salaried), full-time position that is 100% in-person. Compensation includes a $65,000 salary to start; up to 3 weeks of compensated time-off (2-weeks of vacation plus a one-week holiday closure); 12 standard paid holidays; employer-paid medical and dental insurance; up to 8 days of accrued sick days; and an opportunity to contribute to a 401(k). While this position generally works Monday-Friday during standard business hours, candidates must be able to work a flexible schedule, as occasional evenings and weekends, as well as offsite hours, will be required.

HOW TO APPLY

Résumé with a cover letter highlighting relevant experience to karen@venice-arts.org, Development Manager in the subject line. Please: No phone inquiries or walk-ins. Other materials may be requested if an interview is scheduled.

Administrative Assistant, Department of Museum, Arts & Culture

City of Ontario 

Administrative Assistant, Department of Museum, Arts & Culture 

Are you passionate about serving the community and supporting a team that is committed to making a positive impact? The City of Ontario is seeking multiple well qualified and team-orientated individuals interested in the honorable profession of public service to join the Fire, Housing, Library, Museum, and Ontario Municipal Utility Company as an Administrative Assistant.  

The Administrative Assistant performs complex and confidential administrative work for their assigned department, including supporting management and executive staff, handling special projects, managing the department budget, coordinating contracts, liaising with board and commissions and taking minutes at official meetings, and attending to administrative details. The ideal candidate should have excellent communication and interpersonal skills, be highly organized, and able to exercise independent judgment and discretion. 

The Administrative Assistant classification is a common classification used in a variety of City departments. 

Department of Museum, Arts & Culture   

The City of Ontario’s Department of Museum, Arts & Culture advances an understanding of regional history and art through museum exhibits, collections stewardship, educational programs, annual arts festivals, and public art. The Ontario Museum of History & Art was founded in 1979 and is located on tree-lined Euclid Avenue in a historic building that originally served as Ontario’s second City Hall. In 2022 Ontario’s City Council established the Public Art Program and the Museum department was expanded to encompass Museum, Arts & Culture. The department’s programs enhance knowledge and understanding of our community through dynamic and vibrant experiences that reflect pride in who we are, where we live, and our legacy.  

Examples of Essential Functions 

The essential functions typically performed by the Administrative Assistant include the following: 

·         Performs a variety of secretarial and office tasks. 

·         Researches, composes, types and edits reports, correspondence, minutes, and city council agenda reports. 

·         Prepares and maintains complex files and records which include but are not limited to contracts, insurance forms, requisitions, purchase orders, agenda records, and employee records while meeting the City’s record retention guidelines. 

·         Types, processes, and distributes confidential employee personnel action forms and evaluations. 

·         Prepares promotional and marketing materials, public announcements, legal statements, and other information having media applications. 

·         Conducts basic research or inquiries and complies statistics in support of particular departmental needs. 

·         Maintains appointment schedule and calendar for department director or other department managers and supervisors. 

·         Processes agenda information for commission meetings and compiles information to submit to the City Manager’s Office or City Clerk’s Office, including legal and public notices, decisions, and approval letters; records meetings (takes minutes as needed). 

·         Answers incoming calls and routes calls to appropriate staff or resources; greets and directs visitors to proper parties based upon knowledge of departmental and City operations. 

·         Coordinates and makes arrangements for meetings, conferences, workshops, and travel for staff, managers, supervisors, administrators, or other personnel. 

·         Supervises, trains, and provides work direction to other office support positions, as needed. 

·         Arranges, assembles, and prepares designated information for department annual budget. 

·         Provides administrative assistance to commissions or major committees. 

·         May purchase and maintain department office supplies, equipment, and materials. 

·         May testify in court. 

·         Prepares requisitions; compiles quotes/bids for department, related equipment, and materials. 

·         Assists with various projects and tasks as assigned. 

 

Qualification Guidelines 

Education 

High school diploma or recognized equivalent. 

Experience 

Four years of increasingly responsible general clerical experience. Ability to type with speed and accuracy. 

License 

A valid California Class C driver license and an acceptable driving record at the time of appointment and throughout employment. 

Desirable 

Associate’s degree in secretarial science, office administration, or a related field; public agency experience, experience in Microsoft Office products, and knowledge of municipal operations and organizations. 

Administrative Associate

Create CA seeks a full-time Administrative Associate who will provide administrative support for its Pasadena office and statewide team.

Create CA’s mission is to advocate for high-quality arts education for all students by providing policy expertise and mobilizing a statewide network of advocates and allied partners. Create CA is the only statewide organization that brings together all primary constituencies for arts education, including nonprofit arts organizations, K-12 teachers, professional teacher associations, state and local education departments, professional development providers, parents and PTAs, and interested community members in higher education and business.

For more information, please visit createca.org.

Major Duties and Responsibilities

Specific duties include, but are not limited to, the following:

• Provide virtual and in-person hybrid administrative support to Create CA staff at our Pasadena office.
• Coordinate logistics, prepare materials, coordinate with external vendors, draft communications, and help execute meetings and special events, including Board and other meetings.
• Schedule meetings and events, maintain group calendars, and manage invitations and travel logistics.
• Manage and provide support for office systems and applications.
• Manage the purchase, maintenance, repair, and replacement of office equipment.
• Coordinate with an external IT consultant to support Create CA’s technology needs.
• Support board and staff onboarding and offboarding.
• Track and order inventory (e.g., program collateral, equipment, office supplies, etc.).
• Maintain all electronic and physical files and archives.
• Assist Finance & Operations Manager with credit card and bank reconciliation, expense reimbursement, bill entry, and day-to-day bookkeeping in QuickBooks, Divvy, and Bill.com.
• Process, track, and acknowledge donations in Neon CRM database.
• Provide grant support, including grant award processing and editing grant proposals and reports.
• Respond to public inquiries and represent Create CA effectively to the public.
• Other fundraising, operations, and administrative support as needed.

Physical Requirements
• Duties require occasional lifting of up to 20 lbs.

Job Qualifications

Experience: 2-4 years of administrative experience required.
Education: Bachelor’s degree preferred, but not required.

Knowledge, Skills, and Abilities

The ideal candidate will have:
• Exemplary organizational, time management, project management, analytic and coordination skills.
• Highly motivated, able to plan proactively, prioritize tasks, and manage competing priorities.
• Excellent attention to detail and follow through on projects/tasks.
• Strong written and spoken communication and interpersonal skills.
• Stellar notetaking, editing, and proofreading skills.
• Knowledge using Microsoft Office (Word, Excel, PowerPoint) and Macintosh or PC platform required.
• Experience with Google Workspace, Smartsheet, Dropbox, Zoom, Bill.com, QuickBooks, Divvy, Neon CRM, Slack, Calendly, and graphic design is desired but not required.
• General technological savvy and strong online research skills.
• Friendly and professional presence in telephone, virtual, and face-to-face communication.
• Ability to work independently and carry out assignments within the stated timeframe.
• Honesty, integrity, and ability to adapt to change.
• Valid California driver’s license.

Position Specifications & Benefits
● Full-time employee, non-exempt position.
● Competitive compensation commensurate to applicant’s experience (Range of $21.60-$24.00/hr.).
● Benefits include Medical, Dental, and Vision coverage, 401(k) plan participation and matching, and Sick, Vacation, and Holiday pay.
● Create CA is committed to employee professional development and supports opportunities for training and growth.
● Employee must be based in the Los Angeles area. Create CA offices are located in Pasadena, CA. This position requires employee to work in person 2-3 days per week at the office, and the remaining days could be remote or in person.
● The position requires occasional travel throughout California and to select events.

Application Process

To apply, submit the following as one (1) attachment in pdf format to hr@createca.org with the subject line “Administrative Associate”:

● Resume
● Cover letter

Applicants will be contacted only if the applicant’s skills match the job requirements. No calls, please.

Equal Opportunity Employer

Create CA is an Equal Opportunity Employer. Create CA seeks diversity and does not discriminate based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military or veteran status or any other basis protected by law.

The statements in this description represent typical elements, criteria, and general work performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the job.

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