JOB SUMMARY
The Part-Time Public Art Program Coordinator is responsible for coordinating and administering the City’s public art program through the Recreation and Special Events Department. This position serves as the primary staff liaison to the Public Art Committee or similar advisory body and coordinates public art meetings, agendas, projects, budgets, outreach, education, artist/vendor communication, installations, events, and implementation of approved public art initiatives.
ESSENTIAL FUNCTIONS
- Coordinates the City’s public art program within the Recreation and Special Events Department.
- Serves as staff liaison to the Public Art Committee or related advisory group.
- Develops annual work plans, project schedules, meeting calendars, and program goals.
- Tracks committee action items, assignments, project milestones, and deadlines.
- Coordinates with Recreation staff and other City departments regarding project locations, installation logistics, facility use, park impacts, maintenance, safety, permitting, purchasing, and risk management.
- Prepares reports, staff updates, committee materials, and recommendations as needed.
- Committee and Meeting Management
- Prepares agendas in coordination with Recreation leadership and committee representatives.
- Coordinates meeting notices, agenda packets, meeting materials, room reservations, public access, technology needs, and presentations.
- Attends regular Public Art Committee meetings, including evening meetings as required.
- Prepares or coordinates meeting minutes and records of action.
- Tracks motions, recommendations, project approvals, and follow-up items.
- Ensures committee activities remain consistent with City policies, Recreation Department direction, budget requirements, and administrative procedures.
- Assists with development and monitoring of the public art program budget.
- Tracks expenditures, invoices, donations, sponsorships, grants, and other funding sources.
- Coordinates purchasing, vendor payments, procurement documentation, and budget compliance with Recreation leadership and Finance.
- Assists with budget requests, project cost estimates, funding recommendations, and financial updates.
- Researches potential grants, sponsorships, donations, or community partnerships.
- Maintains financial records related to assigned public art projects and programs.
- Coordinates approved public art projects, temporary installations, permanent installations, exhibitions, contests, public art events, and related activities.
- Communicates with artists, vendors, contractors, property owners, schools, nonprofits, civic organizations, and City staff.
- Assists with artist selection processes, requests for proposals, project scopes, contracts, schedules, installation plans, and public communications.
- Coordinates project logistics involving City parks, recreation facilities, trails, public spaces, or City-owned property.
- Tracks project progress and provides updates to Recreation leadership and the committee.
- Coordinates maintenance records, public art inventory, signage, documentation, and project closeout.
- Develops and supports public outreach related to public art.
- Coordinates educational programs, artist talks, workshops, public meetings, surveys, and community engagement activities.
- Drafts website content, flyers, newsletters, social media content, public announcements, and other promotional materials, subject to City review.
- Builds relationships with artists, residents, schools, civic organizations, nonprofits, businesses, and community partners.
- Promotes public participation in public art initiatives and Recreation Department programs.
- Maintains program files, committee records, meeting minutes, project records, contracts, artist information, inventory records, financial documentation, and correspondence.
- Assists with compliance related to public meetings, public records, purchasing, risk management, insurance, and City policies.
- Coordinates with Recreation, Finance, City Clerk, Legal, Risk Management, and other departments as needed.
KNOWLEDGE REQUIRED BY THE POSITION
- Knowledge of public art programs, project coordination, committee administration, community engagement, and event planning.
- Knowledge of basic budgeting, purchasing, grant tracking, and financial recordkeeping.
- Knowledge of public outreach methods, marketing, and communication techniques.
- Knowledge of artist selection processes, public art installations, exhibitions, and related project management practices.
- Knowledge of applicable City policies, public meeting requirements, public records requirements, and administrative procedures.
- Ability to coordinate multiple projects simultaneously while meeting deadlines and budget requirements.
- Ability to prepare agendas, meeting minutes, reports, correspondence, presentations, and promotional materials.
- Ability to communicate effectively with artists, vendors, contractors, committee members, City staff, elected officials, and the public.
- Ability to establish and maintain effective working relationships with community organizations, businesses, schools, and stakeholders.
- Ability to exercise sound judgment and maintain confidentiality when handling sensitive information.
Strong organizational, problem-solving, customer service, and follow-up skills.
- Proficiency in standard office software, electronic communication platforms, and recordkeeping systems.
SUPERVISORY CONTROLS
The employee works under the general supervision of the Recreation and Special Events Director or designee. Work is assigned through program goals, project priorities, committee objectives, and departmental direction. The employee exercises independent judgment in coordinating meetings, projects, outreach activities, and day-to-day program operations. Work is reviewed through conferences, reports, project outcomes, budget compliance, and achievement of established objectives.
GUIDELINES
Guidelines include City policies and procedures, Recreation and Special Events Department policies, public meeting requirements, purchasing procedures, budget guidelines, risk management practices, grant requirements, applicable contracts, project agreements, and federal, state, and local laws. The employee must interpret and apply established guidelines while exercising judgment in coordinating projects, resolving issues, communicating with stakeholders, and supporting public art initiatives.
COMPLEXITY/SCOPE OF WORK
The work consists of coordinating public art projects, committee activities, community outreach efforts, educational programs, installations, events, and administrative functions. Responsibilities require balancing multiple priorities, coordinating with diverse stakeholders, tracking project schedules and budgets, and ensuring compliance with City requirements. Successful performance contributes to the enhancement of public spaces, community identity, cultural engagement, and the overall quality of City facilities and programs.
CONTACTS
The employee works with Recreation staff, committee members, artists, vendors, community partners, other City departments, and residents to support public art projects that enhance City facilities, parks, public spaces, community identity, and civic engagement.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
- The work is performed in both office and field environments. Duties require sitting, standing, walking, bending, reaching, lifting, carrying, and operating standard office equipment. The employee may visit parks, trails, recreation facilities, public spaces, construction sites, event locations, and installation sites. Occasional lifting and carrying of materials weighing up to 25 pounds may be required.
- Work may involve attendance at evening meetings, weekend events, outdoor activities, public gatherings, project installations, and community engagement programs. The employee may be exposed to varying weather conditions while attending outdoor events and project sites.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
None.
MINIMUM QUALIFICATIONS
- High school diploma or equivalent required.
- Associate or bachelor’s degree in arts administration, recreation, public administration, communications, nonprofit management, planning, business administration, or a related field preferred.
- Two years of experience in program coordination, public art, recreation programming, event planning, community outreach, administrative support, nonprofit work, local government, or a related field preferred.
- Equivalent education, training, and experience may be considered
The qualifications listed above represent the credentials necessary to perform the essential functions of this position. To be successful in this position, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.
