Project Coordinator/Administrative Assistant Job Description

About Chicago Public Art Group:
Chicago Public Art Group (CPAG) is an art and education nonprofit organization whose mission is to unite artists and communities to create public art and expand the tradition of public art making. CPAG’s work dignifies public spaces and promotes public engagement throughout the city. The organization is grounded in the principles that every Chicago resident deserves to experience great art, every community should have a voice, and public art encourages community investment.

Objective: CPAG is searching for a full-time Project Coordinator/Administrative Assistant.

The responsibilities include the following:
- Highly organized individual who can manage office duties, facility maintenance, database, donations and invoices, and work within project management software 40 hours per week.
- Experience with administration, filing, customer service, Excel, social media marketing, databases, minimal website management (Wordpress preferable), project coordination, social media marketing, and working as part of a team.

Duties & Responsibilities:
- Financial Management: (10%) Organize bills for payment. Manage donations, payments, credit card payments, and bank deposits. Work with bookkeeper and Executive Director to implement best practices & procedures for financial management. Manage timely, dated thank you notes to all donors. Ensure appropriate insurance coverage and certificates are secured for all aspects of CPAG and artists.

- Project Coordinator Assistance: (20%) Work with Project Manager and Executive Director to place orders with vendors for materials, supplies and equipment, as well as coordinate timely delivery or pick up. Experience in vendor price negotiation is a plus.

- Database Management: (20%) Supervise data entry of all documents into Google Drive, photographs, and donation payments on Neon. Manage database for accuracy and completeness. Support end-of-year annual campaign and fundraising events.

- Office & Website Management: (20%) Order & organize office supplies. Maintain phones, copiers, computers. Liaison with the webmaster. Support artist meetings, classes & workshops via registrations, zoom, web, payments, etc. Assist with supervision of interns or volunteers as needed. Assist with annual campaign, annual report, annual fundraiser, and auction.

- Social Media Marketing: (10%) Create social media marketing on Instagram, Facebook, LinkedIn and TikTok. Grow and expand CPAG social media onto new social media platforms, increase presence on existing platforms including Facebook, Linkedin, Twitter and Instagram, and help create an active social media plan.

- CPAG Event Planning, Programming, and Gallery: (15%) Manage CPAG events including unveiling ceremonies, Gallery CPAG exhibitions and artist talks, and creating invitations and flyers. Minimal graphic design experience is a plus.

- Facilities Management: (5%) Create and manage online CPAG calendar. Supervise cleaning and maintenance of office, gallery, studio, and windows.

Management of programs and projects:
- Assist Project Manager in project management.
- Order supplies for programs and projects.
- Organize community design workshops (virtual and in-person).
- Ensure appropriate permits and insurance coverage and certificates are secured for all aspects of programs and projects.
- Oversee policies and procedures for program and project archives, including documentation narratives and photos.
- Enter data and scan archive photos into an archive database.
- Work with the archive team to enter archive data into Google Drive and archive database.

Requirements: Two or more years of office/business management. Supervision experience required. Experience in nonprofit firms is ideal.

Benefits:
- Flexible hybrid work schedule.
- Free street parking available. 25-minute walk from red and orange line CTA stations. 5-minute walk from Halsted bus.
- Opportunity to work closely with Chicago’s local public art scene and meet master artists from our city.
- Our office is filled with local artworks in our gallery.
- Opportunity for growth with our company.

Work Hours: 40 hours/week; occasional evening and weekend hours required. Flexible hybrid work schedule.

Compensation: $38,000 - $48,000 depending on experience.

To apply, send a cover letter and resume to chantal@chicagopublicartgroup.org.

Job Type: Full-time

Pay: $38,000.00 - $48,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Office/business management: 2 years (Required)
• Supervising: 1 year (Required)

Ability to Commute:

• Chicago, IL 60608 (Required)

Ability to Relocate:

• Chicago, IL 60608: Relocate before starting work (Required)

Work Location: Hybrid remote in Chicago, IL 60608