Learning and Engagment Coordinator presso OKLAHOMA CONTEMPORARY ARTS CENTER INC

Description

Position Title: Coordinator of Learning and Engagement

Reports To: Manager of Teen and Youth Programs

Status: Full Time - Hourly - non- exempt

Compensation: $15/hr-$20/hr

Applications: October 8^th – November 7^th, 2025

Position Summary

Oklahoma Contemporary seeks a detail-oriented, proactive Coordinator of Learning and Engagement to provide administrative and program support. Key duties include managing calendars, maintaining systems (Altru, XTruLink), supporting programs like Second Saturday, Camp Contemporary, Sensory Friendly Hour, Community Engagement and assisting with event setup and customer service. The role also involves preparing materials for committees and board meetings, maintaining the Learning Gallery, and coordinating with external partners. Ideal candidates are dependable, organized, and enthusiastic about supporting arts-based community engagement.

Qualifications

Essential Job Functions: 

Administrative, Committee, & Board Support

• Attend regular one-on-one and team meetings with department leadership.
• Manage calendars, attendance tracking, program schedules, and Asana task follow-ups.
• Process receipts, invoices, and maintain accurate expense records.
• Coordinate internal/external meetings, including Zoom logistics and scheduling.
• Maintain readiness of the 2nd-floor conference room (scheduling, supplies, water service).
• Prepare, edit, and proofread departmental documents, emails, agendas, and presentations.
• Facilitate interdepartmental communication through organized meetings and updates.
• Support administrative process improvements and conduct occasional research projects.
• Ensure accuracy of dates on flyers, brochures, and other marketing materials.
• Prepare and distribute the Learning and Engagement committee materials (agendas, minutes, presentations, reminders).
• Organize committee meeting logistics (space, snacks) and provide onsite support.
• Take committee meeting notes, transcribe minutes, and maintain accurate records.

Program Support: Second Saturday, Camp Contemporary, Sensory Friendly Hours, Community Engagement, and Learning Gallery

• Prepare supplies and studio spaces; create sample projects for promotions.
• Coordinate and support staff, including Visitor Experience and Security, and provide on-site logistical assistance.
• Communicate with staff, volunteers, participants, and external partners; document attendance and program data.
• Send instructor and vendor contracts and forms; assist with daily operations, logistics, scholarship/refund processing, and assist with Altru/XTruLink responsibilities.
• Facilitate camper check-in and provide front-line support for camp staff during program weeks.
• Assist in planning, setup, and execution of community engagement events, including contracts and communications with artists and partners.
• Coordinate meetings and maintain communication for the Learning Gallery; curate book lists, manage supplies and wish lists, and share updates and research with relevant staff.
• Perform other duties as assigned.

Ideal Candidate Profile: 

• Self-motivated, highly organized, and detail-oriented.

• Strong interpersonal skills with the ability to work collaboratively across departments and with the public.
• Committed to excellence in all aspects of arts programming and operations.
• Flexible, thrives under pressure, and capable of managing multiple priorities.
• Fluency in Spanish or Vietnamese is a plus.

Essential Qualifications: 

• Bachelor’s degree with 2+ years of relevant experience, or equivalent education and training.

• Experience supporting committees or boards, including minute-taking and material preparation.
• Proficient in Microsoft Excel and Office; familiarity with Altru or similar CRM systems preferred.
• Quick to learn new platforms (e.g., Asana, web-based tools).
• Excellent written and verbal communication skills.
• Strong interest in the arts and arts education.
• Collaborative, adaptable, and team-oriented with a sense of humor.

Limitations and Disclaimer

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. Continued employment remains on an “at-will” basis. Nothing in this job description is to be construed as a contract of employment. All job duties are subject to change as business needs necessitate.

Other Requirements and working Conditions

• Use of a car required; legally registered and insured for daily use.
• Fingerprint clearance and background check required. 
• Use of a computer/monitor, telephone and copier daily.
• Team environment with frequent group meeting participation.
• Physical requirements include: Must be able to stoop, kneel, crouch or crawl and heavy work may include routine lifting of a maximum weight of 25 lbs.

Oklahoma Contemporary is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or veteran status