Program Coordinator

Position Summary:

The Piqua Arts Council (PAC) is seeking a highly motivated, detail-oriented, and passionate individual to serve as our Programs Coordinator. This role supports the planning, coordination, and delivery of PAC’s programs, events, and community initiatives, playing a key part in maintaining smooth program operations and ensuring participants have a positive, engaging experience.

The Programs Coordinator position is ideal for a self-starter who thrives in planning and executing community events, managing volunteers, collaborating with artists and community partners, and working closely with a dynamic team. Responsibilities include coordinating, developing, and executing PAC’s programs and events; supporting budget planning and marketing efforts; engaging and organizing volunteers and committees; and collecting and managing program data.

Key Responsibilities:

Programming:

• Assist with planning, scheduling, logistics, and administrative tasks for exhibitions, workshops, classes, residencies, and community events with a high level of attention to detail.
• Monitor, collect, and report data on all programs to assess impact and improvement opportunities, maintaining accurate records of program attendance, evaluations, and feedback.
• Secure entertainment, vendors, and food services for events.
• Manage necessary permits, including special event, liquor, and food service permits.
• Collaborate with the Executive Director and new and existing committees to establish and achieve program objectives.
• Coordinate communication with program participants, teaching artists, partners, and volunteers.
• Prepare program materials, supplies, and equipment as needed.
• Help maintain program calendars, internal tracking systems, and project workplans/timelines.
• Support planning and on-site execution of program events, including openings, performances, receptions, and public programs. Assist with setup, breakdown, guest check-in, and hospitality.
• Provide frontline support to ensure a welcoming, inclusive environment for participants/attendees.

Planning & Budgeting:

• Assist in developing and managing program budgets, ensuring cost-effective and impactful execution, working closely with the bookkeeper to track and report expenses for events.
• Assist the Executive Director/Finance Committee in developing the organization’s annual budget.
• Assist with grant documentation, including data collection, photo archiving, and narrative contributions.

Marketing & Outreach:

• Work with Executive Director to create and execute marketing plans, utilizing traditional print media, social media, email campaigns, and new marketing strategies to maximize outreach.
• Coordinate with Executive Director to align promotional efforts with program timelines.
• Respond to general program inquiries via phone and email.
• Support outreach to schools, community groups, and partner organizations.

Volunteer & Community Engagement:

• Cultivate and maintain a strong volunteer base to support PAC programs.
• Engage and communicate regularly with volunteers, staff, and community partners to ensure seamless program execution.
• Recruit and organize volunteer teams for events and programming needs.

Other Duties:

• Fulfill additional responsibilities as assigned to support the mission and growth of PAC.

Qualifications:

• Demonstrated experience in event planning, program coordination, and/or arts administration.
• Highly proactive and self-motivated with strong organizational and problem-solving skills.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Proficiency in MS Office & Google Suite; familiarity with MacOS preferred. Experience with Adobe Illustrator and InDesign is beneficial.
• Excellent communication and interpersonal skills.
• Ability to manage multiple projects simultaneously while meeting deadlines.
• Strong leadership and volunteer management skills.
• Comfort working with diverse artists, community members, and stakeholders.
• Previous experience in arts administration, nonprofit work, education, or community programs.
• Collaborative team player with a positive, solutions-oriented attitude.
• Welcoming and inclusive; committed to equity and accessibility in the arts.

Education:

• High school diploma or equivalent required.
• Associate’s or Bachelor’s degree in Public Relations, Arts Management, Business Management, Non-Profit Management, Hospitality Management, or a related field preferred.
• Equivalent experience will be highly considered.

Work Environment and Requirements: 

• Standard work hours are weekdays, 9:00 AM – 4:30 PM, with occasional evening and weekend hours required based on event schedules and committee meetings.
• Occasional lifting of up to 25 lbs (supplies, signage, event materials).

Benefits:

• Sick/Personal Days and Vacation Days available after 90 days.
• 14 paid holidays per year.
• Flexible Schedule

Benefits:

• Flexible schedule
• Paid time off
• Work Location: In person