California Arts Council

State of California

Arts Jobs - Detail

Program Assistant
California Alliance for Arts Education

Pasadena, CA

The California Alliance for Arts Education seeks a full-time Program Assistant who will provide support in the areas of administration, development, and communications for the Alliance’s Pasadena office. Administrative activities will include scheduling meetings, coordinating events, maintaining constituent databases, troubleshooting technology issues, coordinating with our bookkeeper, and maintaining administrative and personnel files. Development activities will include providing support on grant applications, reports, and tracking. Communications activities will include creating newsletters, managing our social media and maintaining the website.

The Alliance is in its fourth decade of working to build a brighter future for our state by making the arts a core part of every child’s education. Over its 34-year history, it has advanced its mission to promote, support and advocate for visual and performing arts education for preschool through post-secondary students in California schools. With an annual budget of $600,000, four staff and several part-time contractors, it is the only statewide organization that brings together all primary constituencies for arts education, including arts organizations, K-12 teachers, professional teacher associations, state and local education departments, professional development providers, parents and PTAs, and interested community members in higher education and business.

A member of the Kennedy Center Alliance for Arts Education Network, the California Alliance serves both as a field builder and technical assistance provider, working with its broad cross-section of constituents to develop policy and advocate for change at both state and local levels. In 2005-06 and 2007-08, the Alliance played a major role in the successful campaigns that resulted in the largest known state-funded expenditure for arts education in public schools in California and nationwide.

To apply, submit a cover letter, resume, three (3) references, salary history and a short writing sample (3-5 pages) as attachments in pdf format via email to

Please state “Program Assistant Application” in the subject line.

To learn more about the organization go to:

Major Duties and Responsibilities:


  • Provides support for Development and Operations Director and Director of Communications and Community Relations
  • Handles incoming and outgoing mail
  • Processes income
  • Codes invoices and coordinates with bookkeeper on account payables/receivables
  • Acts as bank liaison
  • Provides technology trouble-shooting and support
  • Maintains inventory of equipment and supplies
  • Maintains files
  • Schedules and coordinates logistics for meetings and conference calls
  • Manages personnel files and paperwork, including timesheets and expense reimbursements
  • Manages office manuals (e.g. Personnel Policies and Accounting Policies)
  • Maintains current insurance policies
  • Creates independent contractor agreements
  • Recommends improvements or upgrades to office systems as appropriate


  • Supports grants research, writing, tracking and reporting
  • Creates and sends acknowledgement letters
  • Maintains/updates Salesforce database and generates reports
  • Provides support in donor tracking, including major gifts recognition
  • Helps track pledges


  • In coordination with Alliance staff, manages a communications calendar to gather content and optimize flow of organization’s communications
  • Creates and publishes monthly newsletters and blogs
  • Manages social media content and relationships, including Facebook, Twitter, Tumblr, Youtube and Instagram
  • Maintains and updates website
  • Keeps current on best practices for communications and implements new approaches to improve agency reach and effectiveness
  • Implements strategies to achieve communications goals (e.g. increasing subscribers and social media followers)
  • Updates Alliance style guides
  • Updates the media contact list
  • Creates and publishes press releases
  • Distributes information to our various networks and constituents
  • Recommends improvements or upgrades to our communications systems


  • Represents the California Alliance to the public, works effectively with constituents, including Board members, teachers, nonprofit arts organizations, contract workers, and the general public
  • Evaluates program success on an event-by-event or overall basis, making recommendations for future improvements or enhancements
  • Includes limited weekends and in-state travel

Education: Bachelors degree

Experience: Experience working in arts management, non-profit organizations, fundraising or communications a plus. Administrative experience and experience working in a support role preferred.

Knowledge, Skills, and Abilities:

  • Exemplary written and spoken communication and interpersonal skills
  • Excellent analytic skills
  • Ability to interact effectively with the education community, arts/nonprofit organization personnel, and the general community
  • Pleasant, outgoing professional presence in telephone and face-to-face communication
  • Ability to explain arts education policy to the public
  • Stellar editing and proofreading skills
  • Excellent organizational, logistics, time management, project management and coordination skills
  • Understanding of basic budget concepts and processes, grant monitoring and management, contract management
  • Flexibility in adapting to the current needs of the organization or project
  • Creativity, curiosity and a good sense of humor
  • Ability to work cooperatively on a variety of projects, interacting effectively with Alliance staff and contractors, Board members, funders/donors, program constituents and participants, volunteers, and the community
  • Ability to work independently and carry out assignments with accuracy and within stated timeframe
  • Proficiency using Microsoft Office (Word, Excel, PowerPoint, Outlook) and Macintosh platform required. Knowledge of Photoshop (or basic graphics software), knowledge of PC platform, and general technological savvy a plus.
  • Working knowledge of best practices for social media and communications
  • Experience with the communication tools available on Facebook, Twitter, Vimeo, and Tumblr
  • Strong online and database research and reporting skills
  • Experience, involvement, or interest in the arts or arts education preferred
  • Strong storytelling skills

Evaluation Criteria:

  • Meets or exceeds program goals set by staff
  • Manages portfolio of work and provides high level of service to Alliance stakeholders and staff
  • Develops, strengthens, and maintains positive relationships with program participants and constituents
  • Interacts effectively with staff, contractors, arts education constituency and the community

Reports to: Development and Operations Director and Director of Communications and Community Engagement

Compensation: Full-time, salary commensurate with experience, payable monthly

Start Date: Immediately


Deadline: 03-24-2015

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