Arts Programs Coordinator - The Office of Economic Development & Cultural Affairs

City of San Jose•San Jose, CA

About The Position

The Arts Programs Coordinator works in the Public Art Program within the City of San José’s Office of Cultural Affairs, part of the Office of Economic Development & Cultural Affairs. Reporting to the Public Art Program Director, the coordinator administers program elements such as community-initiated mural projects and supports the Director and Senior Arts Program Coordinators in managing temporary and permanent public art projects and related activities. The coordinator also serves as secretary to the Public Art Committee, a subcommittee of the Arts Commission. This is the entry-level classification in the Arts Program Coordinator job series. The position coordinates assigned public art projects and program elements under general supervision, manages smaller-scale projects and administrative work using independent judgment within established procedures, and supports more complex, multi-phase capital, temporary, and collection projects. The role is a limit-dated/overstrength position anticipated to be funded through June 30, 2028, subject to possible extension.

Requirements

Bachelor’s degree in a related field, such as Arts, Public Administration, Business Administration, or Education.
Two years of experience administering arts programs for community entities.
Possession of a valid California motor vehicle driver’s license.
Knowledge of principles and practices of nonprofit arts management.
Knowledge of contracting procedures, contract development, and contract negotiations.
Knowledge of grants administration principles and practices.
Knowledge of basic accounting procedures.
Knowledge of principles and practices of supervision.
Basic computer skills, including use of computers and related equipment.
Ability to communicate effectively orally and in writing.
Ability to establish and maintain effective working relationships with artists, nonprofit community groups, public agencies and officials, coworkers, school personnel, and others as required.

Nice To Haves

Knowledge of public art, arts and cultural education, community arts development, or community-based programs.
Knowledge of management techniques.
Knowledge of City municipal processes, structures, and programs.
Knowledge of City policies and procedures regarding arts programs.
Skills using Microsoft Word, Excel, FileMaker Pro, and Microsoft Project.
Ability to administer and implement projects within a specific arts program category.
Ability to maintain positive community relations and address cultural pluralism issues.
Ability to exercise independent judgment on issues related to specific program categories.
Experience or demonstrated competencies in job expertise, project management, fiscal management, teamwork and interpersonal skills, analytical thinking, collaboration, multitasking, computer skills, communication, and problem solving.

Responsibilities

Administer the Community-Initiated Mural Program and guide muralists and community applicants through the approval process for murals on City property.
Support the Public Art Program Director and Senior Arts Program Coordinators on complex, multi-phase public art projects.
Serve as secretary and administrative lead for Public Art Committee meetings, including preparing and posting agendas and agenda packets, taking official minutes, and publishing materials within legally required timeframes.
Operate meeting technology and provide logistical support for committee meetings.
Coordinate Requests for Proposals, Requests for Qualifications, and selection processes, including panel logistics and preparation of evaluation materials.
Coordinate assigned public art projects from initiation through completion, including murals, smaller-scale permanent commissions, temporary installations, conservation projects, and other initiatives.
Prepare artist agreements, Right of Entry agreements, purchase orders, and related documents using City templates and in coordination with the City Attorney's Office and Purchasing.
Monitor project deliverables, insurance requirements, milestones, expenditures, encumbrances, invoices, and contract balances.
Coordinate work performed by artists, fabricators, contractors, and technical consultants.
Coordinate installation details with City departments and community partners, including site, permitting, and installation requirements.
Coordinate conservation, maintenance, and documentation of the City's public art collection.
Conduct periodic site visits and artwork condition assessments and update collection inventory records.
Coordinate production and maintenance of artwork labels, plaques, and related signage.
Maintain project, artist, contract, collection, image archive, mailing list, and inventory records.
Act as a communication liaison between the Public Art Program and artists, community groups, City departments, and other project partners.
Develop and distribute public information about public art projects, programs, and artist opportunities, including updates to web content.
Organize and assist with informational workshops, community outreach meetings, and training opportunities.
Attend or participate in evening and/or weekend meetings, activities, and events, and work flexible hours as necessary.
Perform other duties of a similar nature or level.