Program Specialist - Education chez Hennepin Arts

Description

The Program Specialist plays a crucial role in enhancing the effectiveness and reach of our Arts Education & Partnerships programs. This dynamic position involves providing substantial administrative support and coordinating multiple events to ensure seamless program execution. The specialist is responsible for managing both logistical and administrative elements, contributing to the smooth operation of various initiatives within the department. This role demands exceptional organizational skills, acute attention to detail, and proficient communication abilities. Ideal candidates will have the capability to handle multiple tasks simultaneously, adopt a proactive approach to problem-solving, and demonstrate a deep commitment to promoting arts education in a nonprofit environment.  

This position will remain open until filled. 

Requirements

Program Support and Coordination (40%) 

• Facilitate the scheduling, rescheduling, and logistical arrangements of programmatic engagements, ensuring accommodations and comprehensive communication with all stakeholders
• Oversee communication channels to maintain timely and effective interaction with program participants
• Conduct thorough reviews of program feedback to uphold the integrity and standards of program deliverables, managing a substantial volume of engagements and participant interactions
• Assist senior staff in the enhancement of program contributors' performance to optimize effectiveness and outcomes
• Compile and analyze program data, creating detailed reports that drive strategic decision-making
• Develop and maintain standard operating procedures, ensuring clear instructions for programming duplication year over year 
• Coordinate venue logistics and organize comprehensive event details, from material preparation to on-site/off-site coordination
• Serve as a contributor to programmatic storytelling and championing

Administrative (40%) 

• Oversee financial documentation and processes, including the prompt processing of payments and meticulous budget tracking
• Ensure meticulous data management to support accurate and thorough reporting within the department
• Maintain well-organized program documentation to ensure easy access and efficient workflow for staff
• Provide extensive administrative support to boost the efficacy of the department's initiatives and assist staff and external contributors in their roles
• Coordinate and facilitate the execution of major departmental events, ensuring all logistical aspects are handled proficiently
• Embrace additional responsibilities as required, adapting to the dynamic needs of the department and its various programs 
• Contribute to the collection and organization of programmatic success stories, creative images, and relevant data

Relationship Management (20%) 

• Manage key communication platforms to deliver professional and prompt responses, adhering to departmental standards
• Produce and disseminate regular communications, such as newsletters, to maintain stakeholder involvement and awareness

Qualifications 

• Prior internship or volunteer experience in program coordination, event planning, or administrative support is preferred 
• Understanding or experience in the creative industry 
• Strong organizational and time management skills, with the ability to manage multiple tasks simultaneously 
• Excellent communication and interpersonal skills, capable of effectively interacting with various stakeholders 
• Basic proficiency with financial processes and budget tracking 
• Familiarity with data management tools and basic reporting techniques 
• Ability to adapt to changing priorities and work environments 
• Detail-oriented with a focus on quality and accuracy in all communications and documentation 
• Willingness to learn and take on additional responsibilities as needed 
• A proactive approach to problem-solving and decision-making within scope of authority 

Physical Requirements

• Due to the nature of our work, employees may be required to work some non-traditional business hours including evenings, weekends, and holidays
• Ability to lift up to twenty-five (25) pounds
• Ability to stand for extended periods of time while navigating multiple levels and areas within a venue
• Reasonable accommodations may be made to enable individuals with disabilities to perform the assigned and essential functions