Program & Operations Coordinator

Job Title:

Program & Operations Coordinator

Position Status:

This position has a baseline of 12 hours per week. Current grant funding allows for an increase to approximately 20–22 hours per week through September. Hours beyond the 12-hour baseline are dependent on continued funding and may be adjusted beginning in October.

FLSA Status:

Non-Exempt

Supervisor:

Executive Director

Direct Reports (Y/N):

No

Compensation

$18-$20

Last Update:

04/2026

Position Objective: The Programs Coordinator is the Executive Director’s primary support in executing ArtsPartners’ major programs and maintaining accurate, compliant financial records. This position also coordinates with other staff to ensure smooth day-to-day operations.

Job Functions:

Program Coordination and Operations Support

• Assist with the execution of major programs (Ignite Peoria, Business of Art, Arts Dollars, Annual Meeting/ArtsPartner of the Year, Sky Art Peoria, etc.) as directed by the Executive Director, including vendor communications, schedules, registrations, and day-of event assistance.
• Serve as the primary staff lead for implementing ArtsPartners’ First Fridays Amplified initiative, coordinating monthly multi-venue activations, supporting musician placements in partnership with Harmonize Peoria, and managing logistics, communication, and basic program tracking for each event.
• Serve as liaison to committees, partners, vendors, and artists for assigned projects, ensuring positive relationships, timely follow-up on action items, and organized program records in shared drives and office files.
• Post approved changes/updates, program updates, press releases, and event details to the ArtsPartners website, and create/write/schedule social media posts for major programs and strategic initiatives; assist in coordinating and maintaining consistency across program marketing efforts.Represent ArtsPartners at events and meetings as assigned.
• Provide gallery hours coverage when scheduled in-office; assist with exhibition installation and deinstallation as needed.
• Provide administrative and logistical support to the Executive Director, working closely with the Community Engagement & Administrative Assistant and Student Assistant to assign, track, and follow up on delegated tasks.
• All other duties as assigned to fill operational gaps, including office administration, event preparation, and supporting community engagement initiatives.
• Log hours to the shared ArtsPartners Dropbox folder by the Friday before payday.
• Attend meetings as assigned, take notes, and document action items to support follow-up and organizational continuity.

Education/Experience Requirements

Associate’s degree or higher in business administration, communications, arts administration, or a related field, or 3–5 years of professional experience in office administration.

Prior experience in nonprofit management and/or arts administration preferred.

Demonstrated ability to coordinate programs or events, manage multiple deadlines, and work with community partners.

Competency Requirements

• Ability to work independently and collaboratively, exercise sound judgment, and effectively prioritize multiple tasks across finance, operations, and program coordination.
• Strong organizational skills with attention to detail and accuracy in both financial and administrative work.
• Proficiency with personal computers and software, including Microsoft Office Suite and Google Workspace, and basic website and social media posting tools.
• Strong interpersonal and communication skills for working with staff, vendors, artists, and community partners.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

- Frequent use of hands to operate a computer, handle office materials, and manage event setup items.

- Regular standing, walking, sitting, and reaching; occasional bending or lifting during event or gallery setup.

- Ability to lift and/or carry up to twenty-five (25) pounds.

- Ability to travel locally for meetings, events, and bank deposits.

Work Environment

- Routinely works in an office environment with occasional work at community event sites or gallery spaces.

- May be required to work occasional evenings or weekends for events.

- Routinely uses standard office equipment such as computers, phones, photocopiers, printers, and filing cabinets.

- Event and gallery work may involve brief exposure to varying temperatures, noise levels, or outdoor conditions.

Part-Time Holiday Pay:

Part-time employees regularly scheduled to work 20 hours or more per week are eligible for prorated holiday pay. As this position may exceed 20 hours per week during certain periods, eligibility will be based on the employee’s ongoing regular schedule at that time.

Pay: $18.00 - $21.00 per hour

Expected hours: 12.0 – 22.0 per week

Benefits:

• Paid time off

Ability to Commute:

• Peoria, IL 61606 (Required)

Work Location: In person