PROGRAM AND MEMBERSHIP COORDINATOR

This recruitment is open until the position is filled or a sufficient number of applications have been reviewed to establish a qualified candidate pool.

First review of applications will occur on August 20, 2022.

JOB DESCRIPTION

The Firehouse Art Center Program and Membership Coordinator will perform a variety of professional and administrative duties involved in the implementation, coordination and operation of the Firehouse’s programs, including education and events, as well as maintain the Firehouse Artist Membership programs. The position will require public contact, so candidates must be comfortable working with the community, including children and families. The Program and Membership Coordinator will work under the direction of the Executive Director to facilitate, and implement the Firehouse’s programs and initiatives. This position also collaborates with, manages contracts, and provides oversight to contracted partners for Education programs, Summer Festivals, and one-off community events and projects as prioritized. This position will assist in the maintenance and growth of the Firehouse’s Artist Membership Program, the Patron Program and the Sponsorship Program.

The Program and Membership Coordinator is responsible for a variety of administrative tasks related to a Firehouse Art Center (FAC) arts program, including, but not limited to, program planning, development, delivery, analysis, and budgeting; and the supervision of program teachers, and volunteers. The position also acts as liaison to other units within the City of Longmont, the Creative District and Longmont Downtown Development Authority, for the purpose of planning and developing collaborative programming. Work requires the exercise of considerable initiative and independent judgment. Candidates must enjoy and excel at working with the public. 

As the Program and Membership Coordinator, this person will oversee the Firehouse’s outreach to the community under the supervision of the Executive Director, including reporting and analysis, strategy and traffic management for membership efforts, and overall data management. This position is responsible for ensuring accurate and timely fulfillment of donation processing, acknowledgements, and member requests. This position assists in membership, development and stewardship events and works collaboratively with the Executive Director in the development and implementation of a comprehensive strategy for special events, membership, and outreach. 

The ideal candidate will have a strong passion for the arts and community building as well as knowledge of event production. Candidates should be organized, able to multitask, delegate, meet deadlines and problem solve.

Duties include, but are not limited to the following:

EVENTS

  • Assists in the planning, organizing, and implementing of annual events including the Art of Food, Summer on the Streets, The Farmers Market, ArtWalk, Dia de los Muertos and the Catrina Ball.
  • Communicates with outside stakeholders and other City work groups regarding event dates, building access and parking; provide regular event information and reports.
  • Assists in securing necessary permits for events and adheres to local regulations in event execution.
  • Communicates and negotiates with performers/agents, artists, managers, vendors, and creative community groups
  • Pro-actively assists in sponsorship development for events
  • Helps in keeping organized files, accurate records, and thorough evaluations on events to guide the work of future Event Planners
  • Oversees Planet Reg and other application policies and procedures for artists applying to participate in special event programs
  • Works with Executive Director to coordinate volunteer support, as needed, for festivals and special events, including technical support, set-up and tear-down, and food and beverage services
  • Plans, directs and manages 2nd Friday and other events food service at FAC. Effectively manage and oversee all associated aspects of food and beverage service including; reconciliation of donations, product ordering, inventory management, delivery schedules, permits, licenses, and licensing standards, health department inspections, and customer care.

MEMBERSHIP, DATABASE & EVENT MANAGEMENT:  

  • Co Chairs the Creative Community Committee with the Board of Directors Chair
  • Maintains Artist Membership database and website galleries
  • Maintains Artist Membership facebook page
  • Attends Artist Membership events
  • Implements best practices and strategies in stewardship, renewal and upgrading of current and lapsed members
  • Acquires new members and leads visitor conversion
  • Evaluates effectiveness of Membership services, benefits, and policies, relating to retention and acquisition of members on a regular basis. 
  • Handles questions from members in-person, via phone calls and through email.  
  • Plans, collaborates and executes the logistics of annual membership, educational, and donor development and stewardship events held at various times
  • Generates reports to measure results of membership campaigns, and overall membership retention and growth. 
  • Maintains and updates reports of fundraising activities and results, assists with appeals, oversees complex mail merges and incoming donations.  
  • Works with the Firehouse team to support the implementation, promotion, and communication of robust annual programming, helps create membership collateral, and supports the Firehouse’s online social media and website presence. 

EDUCATION

  • Plan a variety of engaging art workshops and or craft activities for the Farmers Market and other events
  • Trains/supervises Farmers Market volunteers
  • Follows registration policies and procedures to sign in students to Summer Camps on the first day of camp.
  • Assist in planning, delivery, and evaluation of arts education classes at the Firehouse Art Center, including adult, youth, intergenerational, visual, summer arts camps and other camps, workshops, and demonstrations. 
  • Manages the class registration process on Eventbrite, and responsible for resolving all customer issues and concerns
  • Appropriately publicizes the program and produces class information on the FAC website, Eventbrite and in printed materials
  • Assists in programming collaborations with outside agencies such as SVVSD and BMoCA
  • Generate a pool of artists and content to source for projects.
  • Coordinates class time schedules, and event schedules for contracted personnel. 
  • Performs physical inventories of supplies and equipment related to assigned area(s). 
  • Cleans work areas and maintains related equipment. 
  • May teach and assist in teaching adult and youth classes.

ADMIN

  • Schedules and posts Social Media content related to programing and other relevant special events
  • Maintains accurate records including attendance counts, incident reports, merchandise sales, etc.
  • Performs administrative support functions in coordinating education, exhibits and events services program.
  • Completes additional duties as assigned.
  • Helps art sit when needed, assisting guests with database and membership questions.

Desirable Qualities

  • Able to remedy mistakes/missed deadlines and knows when supervisor should be alerted
  • Develops expertise in job tasks and is able to perform them without direct supervision
  • Promotes an atmosphere of mutual respect and cooperation to foster a climate for the comfortable expression of ideas.
  • Seeks alternative ways to finish tasks in a more efficient manner
  • Can prioritize tasks by importance and time constraints
  • Proactively sets goals and takes necessary steps to achieve them
  • Actively pursues opportunities to move outside of “comfort zone”
  • Continually learns from others and teaches others

This position will be open until filled, but we encourage applicants to submit their materials by August 15, 2022.

How to Apply: Interested applicants must submit a resume and cover letter via email to elaine@firehouseart.org, subject line “First Name Last Name Program and Membership Coordinator”. The cover letter should be no more than 500 words describing why you are interested in the position and why you believe you are the best candidate for the position. Address emails to Elaine Waterman. Please also include contacts for 2 professional references.

COMPENSATION

This is a non-exempt hourly position with a salary range of $16-$18/hour commensurate with experience. This is a 15-20 hour a week position.

TYPICAL SCHEDULE:

Install Weeks: Sunday- 5pm-8pm, Monday- 10pm-3pm, Tuesday- 12pm-3pm, Friday- 3pm-8pm

Summer Festival Season/Farmers Market Season: Monday- 12pm-3pm, Friday- 12pm-5pm, Saturday- alternating 8am-4pm or 1pm-9pm

Other times during the year: Monday- 3pm-8pm, and Wednesday- 12pm-5pm, Saturday- 12pm-5pm..  

The Program and Membership Coordinator’s work schedule is varied, and evening classes and weekend hours are included as a normal part of the schedule. 

An offer of employment in this position will be contingent on the successful completion of a background check.

QUALIFICATIONS

  • Must be at least 18 years old
  • Experience or willingness to work with young children (ages 4 – 12)
  • Requires one (1) year of experience in event planning and/or program management
  • Interest in the arts
  • Valid driver’s license and access to vehicle preferred.

Knowledge Of:

  • Modern office procedures, practices and technology/equipment.
  • Experience and/or knowledge of working with social media.
  • Experience and/or knowledge of marketing and outreach.
  • Modern software applications (Microsoft Office Suite, etc.).

Ability To:

  • Understand and carry out verbal or written instructions in an independent manner.
  • Keyboard with accuracy.
  • Sit at a desk/workstation and use a computer for prolonged periods of time
  • Stand for up to four hours.
  • Bend and reach with the ability to lift 35 lbs occasionally
  • Gather, prepare and maintain accurate data, records, files and reports.
  • Demonstrate understanding of, sensitivity to, and respect for the diverse socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all guests, and with all individuals encountered in the performance of required duties.
  • Adapt to changing priorities.
  • Be proactive, use independent judgment and initiative.

Candidates must have the minimum amount of work experience. Related unpaid and/or volunteer work experience may be used as qualifying work experience.

EQUAL EMPLOYMENT OPPORTUNITY: The Firehouse Art Center is an Equal Opportunity / Reasonable Accommodation employer. The City does not discriminate on the basis of race, color, gender identity, sexual orientation, religion, national origin, familial status, age, disability, and United States military veteran status. Pursuant to the Americans with Disabilities Act, the Firehouse Art Center will make a reasonable accommodation(s) during the recruitment & selection process. Persons with a disability may request a reasonable accommodation by contacting the Executive Director at 303-651-2787. Requests should be made as early as possible to allow time to arrange the accommodation.