JOB POSTING

Job Title: Programming and Events Coordinator

Position Summary:

This full-time, exempt position will work under the direction of the Director of Programming & Events to coordinate and execute Arts Council programs, events and rentals. The P&E Coordinator is responsible for the day-to-day tasks and details included in the execution of all aspects of events and programs and will work closely with volunteers and other TAC staff. Customer service, a keen understanding of technology, and the ability to thrive in a deadline driven environment are critical components of this role.

The Arts Council, Inc. takes our commitment to our team very seriously and we embrace diversity and inclusion in our hiring, operations, and community offerings.

Event Coordination:

• Coordinate all aspects of TAC rental events. Successfully multi-task and prioritize workload. Manage and track event timelines and related tasks. Own the execution of events with a strong sense of accountability.
• Provide day-to-day event preparation and project management for TAC programs, performances, and special events. Including, but not limited to – inventory & ordering, vendor placement and monitoring, travel planning & reservations, setups & hospitality, correspondence and mailing.
• Participate in TAC meetings and work collaboratively to complete work with an emphasis on deadlines and budget compliance.
• Collaborate with the TAC team on various fundraising events. Including, but not limited to donation requests, vendor selection, decoration, raffle prizes, event setup, marketing, etc.
• Develop and manage the Volunteer & Docent Program(s) developing solid relationships to ensure high quality events.
• Assist the Director of P&E with managing budgets for TAC programs, performances and special events.
• Respond to unforeseen circumstances and emergencies in a professional manner.
• Coordinate the delivery of online evaluations with volunteers and prepare internal post-event reports.
• Act as Manager-On-Duty during events assisting with client, vendor, patron, volunteer and artists requests and needs.

Marketing:

• Work with the Director of P&E on preparing scheduled posts and engaging content on all social media platforms.
• Track and maintain reports on social media engagement – noting how changes in followers, post interaction, and community involvement.
• Stay up to date on marketing and social media trends to ensure TAC is reaching the broadest audience possible.

General:

• Communicate and collaborate with other staff, volunteers, and partners to ensure positive visitor experiences and build and maintain our organization’s reputation for quality.
• Work with Director of P&E to create adhere to standard office procedures.
• Perform other duties as assigned.

Required Programs:

• Microsoft Office – Word, Excel, Access
• Microsoft Teams
• Constant Contact
• Canva
• Adobe Creative Cloud – Photoshop, InDesign

Essential Skills:

• Clear communication
• Willingness to contribute across a variety of areas and to learn new things.
• Flexibility
• Passion for engaging people in the arts
• Collaboration
• Positive Attitude

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this position description. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required. 

Position Description: Programming & Events Manager

Reports To: Executive Director

Position Summary:

This full-time, exempt position will work under the direction of the Executive Director to plan, oversee, and market all Arts Council programs and events as well as approving rentals conducted at TAC facilities (or designated off-site locations). The P&M Manager is responsible for managing event staff and oversight of all aspects of events and programs. This position will also manage all TAC social media accounts, design and print event advertisements, and work with TAC’s marketing firm to promote TAC. Customer service, a keen understanding of technology and marketing practices, and the ability to thrive in a deadline driven environment are critical components of this role.

Program Development:

• Research, plan, and execute new and current programming for The Arts Council.
• Find new and exciting artists, musicians, and events to bring to the Gainesville Community.
• Work with Operations Director to plan budgets and spending for TAC programs and be able to work creatively to stick to budget restraints.
• Create accurate and comprehensive time and action plans for program creation and execution.
• Work with marketing firms, talent agents, and artists to create cohesive branding and marketing materials.

Events:

• Coordinate and maintain the internal calendar of events.
• Communicate event details, logistics, maintain intranet descriptions and add information to organization calendar.
• Work with Operations Director and other staff members to ensure adequate staffing, supplies, and other resources for special events and programs are in place.
• Develop and maintain solid relationships with sponsors, collaboration partners, AC members and volunteers.
• Create and analyze online evaluations and prepare post-event reports. Follow up post-event with volunteers, sponsors, and donors.

Marketing:

• Oversee the implementation of successful marketing and communications for client websites, meetings and events via social media, email, web, and print. Produce error-free written content quickly and accurately.
• Work with TAC’s marketing firm to design and implement new marketing campaigns for all TAC events and programs.
• Create Time and Action Plans for marketing campaigns.
• Oversee Event Staff’s interaction with TAC social media.

General:

• Stay up to date on marketing and social media trends to ensure TAC is reaching the broadest audience possible.
• Attend community events and meetings and represent TAC in a professional manner.
• Work with ED and OD to create and adhere to standard office procedures.

Required Programs:

Essential Skills:

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this position description. They are not intended to be construes as an exhaustive list of all responsibilities, duties, and skills required.