Americans for the Arts builds recognition and support for the extraordinary and dynamic value of the arts and serves, advances, and leads the network of organizations and individuals who cultivate, promote, sustain, and support the arts in America. The vision of Americans for the Arts is that the arts are recognized as integral to the lives of all people and essential to healthy, vibrant and equitable communities across the nation. Founded in 1960, Americans for the Arts is the nation's leading nonprofit organization for advancing the arts and arts education. Americans for the Arts has headquarters in Washington, DC and a second office located in New York, NY.
This contracted employee position runs through June 30th, 2020. Continuation of funding for this contracted employee position beyond June 30th, 2020 is contingent upon the National Endowment for the Arts authorizing and allocating funds to Americans for the Arts for the Creative Forces Initiative.
This contracted employee position is eligible for two renewals prior to a contract recompete provided that there is a 1) a determination of need for the continued work 2) No material change in the scope of work; and 3) approval of funding to support the position in future.
The Creative Forces Project Coordinator works under the direction of the Creative Forces Project Administrator to provide administrative and logistical support for the ongoing operations and expansion of the Creative Forces ®: NEA Military Healing Arts Network project. Funding for Creative Forces is provided by the National Endowment for the Arts (NEA) through a Cooperative Agreement with Americans for the Arts. The Project Coordinator works closely with an internal and inter-departmental leadership and operational team, which includes the Creative Forces Project Administrator and the Senior Director of Arts Policy and the National Initiative for Arts & Health in the Military (AFTA Creative Forces Project Director). The Project Coordinator also interacts and collaborates with an external leadership and project implementation team comprised of NEA staff and consultants responsible for driving Creative Forces’ work forward at the 11 clinical sites and communities. The Project Coordinator provides administrative, operational, and logistical support to a leadership team responsible for driving Creative Force’s work forward - including maintaining day-to-day communications, day-to-day administration, monitoring contracts and expenses, tracking and reporting, and related data functions.
In addition to working with internal and external project partners and consultants, this position will at times be required to interact with high level officials at the Department of Defense and Veterans Affairs, as well as active duty military bases and VA healthcare facilities. Ability to engage in appropriate protocol during communications and all interactions with these agencies and their populations is essential.
KEY DUTIES AND RESPONSIBILITIES
Key duties and responsibilities include, but are not limited to:
Provide ongoing communications support for Creative Forces Leadership Team
Schedule planning meetings; collect, disseminate and archive agendas and reports; maintain records of conversations and outcomes; distribute summaries and minutes as required specific to project record-keeping requirements;
Monitor Creative Forces project timelines and deliverables; revise and update workplans; provide reports upon request;
Facilitate the Creative Forces contract vendor selection process; publish and distribute requests for proposals; schedule and coordinate interview panels; collect, consolidate, and manage appropriate documentation; draft contracts;
Serve as internal liaison to other AFTA Departments involved in administering the Creative Forces project as directed by the Creative Forces Project Administrator and/or Senior Director of Arts Policy;
Maintain overall database of all contractors, partners, community arts leaders (state and local) engaged in all aspects of the Creative Forces project work;
Respond to general questions and provide information about Creative Forces on an ongoing basis;
Work with the Creative Forces Project Administrator, AFTA Finance and AFTA Human Resources Departments to process Creative Forces contractor payments and expense reimbursements, and to ensure appropriate documentation is on file in accordance with Cooperative Agreement requirements and AFTA Federal Procurement Policy;
Work with the AFTA Operations Associate and Creative Forces Project Administrator to provide logistical and administrative support to Creative Forces contractors to include, but not limited to assisting with travel reservations and equipment and supply ordering
Data Collection, Analysis, and Reporting
Work with the Creative Forces Project Administrator to establish, monitor and update timelines and workplans to ensure all partners and contractors are aware of targets and indicators for various components of the Creative Forces Clinical, Community Engagement and Capacity areas of work
Monitor and update timelines, activities, and deliverables and collect data on program outcomes; develop reports for internal and external use
Maintain regularly updated, detailed, and accurate budgets for overlapping Cooperative Agreements. This should include: Track and recording all expenses to include filing of associated documentation; maintaining a spend plan with projection of future expenses based on executed and anticipated contracts; working with AFTA Finance and Creative Forces Project Administrator to conduct monthly reconciliations of the Creative Forces budgets
Maintain regularly updated, detailed and accurate records of all activities carried out under the Creative Forces Cooperative Agreement to date. This should include: Number of activities completed and scheduled; payments made to consultants to date; other expenses incurred, etc.
Support efforts to communicate the objectives of Creative Forces to the community and potential partners, including sharing Fact Sheets, links, or other collateral
Facilitate ongoing communication between Creative Forces partners by organizing video or tele-conference calls, in person meetings, or coordinating regular email updates to ensure alignment of activity
Creating, managing creation of, or providing information for summary reports of Creative Forces progress for internal and external audiences, and in cooperation with the Creative Forces National Resource Center;
The following duties may be done in coordination with AFTA Marketing/Communications and Web/Tech teams and AFTA and NEA Creative Forces Project Directors:
Distribute communications materials as Creative Forces evolves, potentially including summary documents, brochures, FAQs, and other items
Assist with implementing web and social media strategy
Prepare and manage correspondence to event invitees, attendees and speakers
Work with panelists and speakers to schedule panel discussion meetings, collect bios and consolidate in a standardized format and alphabetical listing
Work with the Create Forces Project Administrator and the AFTA Meeting and Events team to procure and accomplish various logistics required for both onsite and off site working groups, conferences, and summits
Prepare onsite conference packages and other registration table requirements
Be onsite the days of the event to assist AFTA, the NEA, and other partners with registration, presentations, answering attendee questions, and other day of event issues
Assist with drafting and sending correspondence after the event, to include, but not limited to thank-you notes, evaluations, and an after-action report.
The Creative Forces Project Coordinator should possess strong organizational and communication skills, advanced knowledge of effective office and financial systems, database management, and demonstrate exceptional attention to detail and ability to multifunction at a high degree of efficiency.
The Project Coordinator should have an eagerness to learn, a high degree of skill and comfort in working with internal and external partners, be capable of working both independently and as part of a team and have an enthusiasm for the arts. The Project Coordinator must possess the highest degree of professionalism, poise and ability to treat sensitive materials confidentially.
This position will at times be required to interact with high level officials at the Department of Defense and Veterans Affairs, as well as active duty military bases and VA healthcare facilities. Ability to engage in appropriate protocol during communications and all interactions with these agencies and their populations is essential.
Qualifications for the Creative Forces Project Coordinator position include:
A commitment to serving the needs of military service members, Veterans, their families and caregivers
A positive attitude and an earnest interest in providing quality customer service to AFTA members, stakeholders, and partners
Ability to maintain healthy interpersonal relationships
Ability to work comfortably as part of a high-functioning, collaborative team
Ability to work with minimal supervision
Knowledge of financial systems and fiscal controls
Excellent customer service skills
Excellent written and oral communication skills
Experience with contract development and oversight preferred but not required
Strong organizational skills and the ability to handle multiple projects
Strong Personal Computer (PC) skills including Microsoft Office (Outlook, Word, Excel, PowerPoint), Internet research experience, a basic knowledge of any Content Management System (CMS) and basic PC troubleshooting
Although not required for this position, service members, Veterans, and military family members, as well as civilians with knowledge of this population (e.g. employees of defense and veteran agencies and/or service organizations) will be given special consideration
This position works 37.5 hours per week Monday through Friday around core business hours (10:00 am – 4:00 pm ET)
Some travel may be required
CULTURAL EQUITY COMPETENCIES
Americans for the Arts acknowledges the existence of systemic and structural biases and believes it is necessary to be strategic and intentional in pursuing cultural equity in all aspects of governance, operations, and programming. As an employee, you are expected to:
Pursue substantive learning to achieve greater cultural consciousness by attending at least one Americans for the Arts Learning Lab per quarter and/or other professional development opportunities
Support adoption of best practices to create a more diverse, equitable, and inclusive work experience for colleagues and external partners
Strive to consider the people, places, and cultures that might be missing from your work and look for opportunities to increase inclusivity in all the work you do.
Support the mission and vision of Americans for the Arts in all interactions with colleagues, members and stakeholders
Encourage colleagues and external stakeholders to advance cultural equity by adhering to the standards outlined in the Staff Values & Behavior Agreement in all interactions
EQUAL OPPORTUNITY EMPLOYER
Americans for the Arts believes that one of its greatest strengths is the rich diversity of its staff.
We provide equal employment opportunity without regard to race, color, creed, gender and gender identity or expression, age, mental or physical disability, medical condition, including pregnancy and childbirth, religion, national origin, marital status, sexual orientation, ancestry, genetic information, political belief or activity, veteran or military discharge status, or any other basis protected by local, state or federal law and regulations under Title VII.
The policy applies to all employment practices, including but not limited to recruitment, hiring, training and development, promotion, transfer, termination, layoff, compensation, benefits, social and recreational programs, and all other conditions and privileges of employment in accordance with applicable federal, state, and local laws.
All employees have the right to work in a workplace that is free of discrimination. Any person who believes they have been subjected to discrimination of any kind should contact their immediate supervisor or Human Resources. All complaints will be thoroughly investigated and any person violating this policy may be subject to disciplinary action up to and including termination. The law prohibits retaliation against any employee for reporting discrimination or perceived discrimination, or for participating in an investigation of incidents of discrimination or perceived discrimination.
About Americans for the Arts
Founded in 1960, Americans for the Arts is the nation's leading nonprofit organization for advancing the arts and arts education. From offices in Washington, DC and New York City, we provide a rich array of programs that meet the needs of over 150,000 members and stakeholders. We are dedicated to representing and serving local communities and to creating opportunities for every American to participate in and appreciate all forms of the arts.