[Hiring] Arts Programs Coordinator @City of San Jose

Role Description

The Arts Program Coordinator is the entry-level classification of the Arts Program Coordinator job series. Incumbents coordinate assigned public art projects and program elements under general supervision, while learning related policies, procedures, and best practices. The Arts Program Coordinator manages smaller-scale projects and administrative program elements, exercising independent judgment within established procedures, and supports the Director and Senior Arts Program Coordinators on more complex, multi-phase capital, temporary, and collection projects.

Qualifications

• Bachelor’s Degree in related field such as Arts, Public Administration, Business Administration, Education.
• Two (2) years of experience administering arts programs for community entities.

Requirements

• Possession of valid California motor vehicle driver’s license.

Benefits

• Salary range: $96,576.48 - $117,455.52 annually.
• Includes an approximate five percent (5%) ongoing non-pensionable pay.
• Limit-dated/overstrength position anticipated to be funded through June 30, 2028, subject to further extension.

Typical Duties

• Administers the Community-Initiated Mural Program, guiding muralists and community applicants through the approval process to create murals on City property.
• Supports the Senior Arts Program Coordinators and the Public Art Program Director on complex, multi-phase public art projects.
• Serves as secretary to the Public Art Committee and administrative lead for its meetings, including drafting and posting public agendas and agenda packets, taking official meeting minutes, and publishing agendas and minutes within legally required timeframes.
• Runs meeting technology and provides logistical support for well-run meetings.
• Supports the program by coordinating the implementation of Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and selection processes.
• Coordinates assigned public art projects from initiation through completion, including commissioned murals, smaller-scale permanent public art commissions, temporary installations, conservation projects, and other public art initiatives.
• Prepares artist agreements, Right of Entry agreements, purchase orders, and related documents using City templates.
• Coordinates work performed by artists, fabricators, contractors, and technical consultants.
• Coordinates details of project installation with other City departments and community partners related to site, permitting, and installation requirements.
• Monitors project expenditures, encumbrances, invoices, and contract balances.
• Coordinates work related to the conservation, maintenance, and documentation of the City's public art collection.
• Conducts periodic site visits and condition assessments of assigned artworks and updates collection inventory records.
• Coordinates the production and maintenance of artwork labels, plaques, and related signage.
• Maintains project files, artist and contract files, collection records, image archives, mailing lists, and inventory.
• Serves as a communication liaison between the Public Art Program and artists, community groups, City departments, and other project partners.
• Develops and distributes public information materials related to public art projects, programs, and artist opportunities.
• Organizes and assists with informational workshops, community outreach meetings, and training opportunities.
• Attends or participates in evening and/or weekend meetings, activities, and events, and works flexible hours as necessary.
• Performs other duties of a similar nature or level.

Minimum Qualifications

• Knowledge of principles and practices of non-profit arts management.
• Knowledge of contracting procedures; contract development and contract negotiations.
• Knowledge of principles and practices of grants administration.
• Knowledge of basic accounting procedures.
• Knowledge of principles and practices of supervision.
• Skills in basic use of computers and related equipment.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with artists, non-profit community groups, public agencies and officials, co-workers, school personnel and others.

Desirable Qualifications

• Knowledge of principles and practices of public art, arts and cultural education, community arts development and/or community-based programs.
• Knowledge of management techniques.
• Knowledge of City municipal processes, structures and programs.
• Knowledge of City policies and procedures regarding arts programs.
• Skills in using Microsoft Word, Excel, FileMaker Pro, and Microsoft Project.
• Ability to administer and implement projects within a specific arts program category.
• Ability to maintain positive community relations and address cultural pluralism issues.
• Ability to exercise independent judgment, when necessary, on issues related to the specific program categories.

Competencies

• Job Expertise: Demonstrates knowledge of and experience with applicable professional/technical principles and practices.
• Project Management: Ensures support for projects and implements agency goals and strategic objectives.
• Fiscal Management: Understands the relationship of the budget and resources to the strategic plan.
• Team & Interpersonal Skills: Develops effective relationships with co-workers and supervisors.
• Analytical Thinking: Approaches a problem or situation using a logical, systematic approach.
• Collaboration: Builds productive working relationships with colleagues, supervisors, artists, community members, and City departments.
• Multi-tasking: Can handle multiple projects and responsibilities simultaneously.
• Computer Skills: Experienced with common business computer applications.
• Communication Skills: Communicates and listens effectively and responds in a timely, positive, and respectful manner.
• Problem Solving: Approaches a situation or problem by defining the problem or issue.

Selection Process

The selection process will consist of an evaluation of the applicant's education, training, and experience based on the application, resume, and responses to the Job Specific Questions. You must answer all job-specific questions and complete the Education/Work History section of the application to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.

Additional Information

• Link to Benefits page
• California Equal Pay Act
• Applications are currently not accepted through CalOpps or any other third-party job board application system.
• Federal law requires all employees to provide verification of their eligibility to work in this country.