California Arts Council

State of California

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Program Coordinator - Community Arts Education
City of Walnut Creek

Walnut Creek, CA

The City of Walnut Creek is seeking a community arts education professional to serve as Program Coordinator. This position combines coordination of arts education programming, program space, equipment and supplies, recruitment, retention and development of teaching artists, and fostering positive relationships with program users and community partners. The Coordinator is a key member of the Civic Arts Education program team, helping to shape the vision and work plan for the program. 
The Program Coordinator reports to the Civic Arts Education Program Supervisor. This is a full-time position, Monday through Friday, usually between 8AM and 5 PM, with evening and weekend hours as needed.
Civic Arts Education Program

Civic Arts Education (CAE), part of the City of Walnut Creek, inspires creativity and community through the arts. Our programming provides opportunities for all to explore and discover – at every stage of life. As Northern California's largest provider of community arts education classes and workshops, CAE offers extensive visual and performing arts programming at four sites, primarily at our Shadelands Arts Center. Stand-alone workshops, sequential classes, performances, and exhibitions foster artistic development, engagement, and connection

Located in four facilities in Walnut Creek, CAE provides year round programming to adults and young people from Walnut Creek and the surrounding region. Quarterly classes and workshops, three arts-integrated preschools, and community-based programming in a variety of artistic disciplines provide a high-quality continuum that fosters community and creativity.


S/he will be a key member of the CAE program team, helping to implement and inform CAE's vision and work plan, develop high quality program offerings, and use data and feedback to continuously improve programming.
The Coordinator ensures a high-quality experience for program users by overseeing the logistics of day to day program delivery at Civic Arts Education. The Coordinator will manage the scheduling of all CAE programs, including communications with teaching artists, reserving of program space, interfacing with course registration software, setting and implementing guidelines for program delivery, and providing content for course catalogs and other program outreach materials. S/he will play a key role in recruiting, contracting, onboarding, and managing teaching artists.  The Coordinator will oversee all CAE program space, including maximizing utilization of space and ensuring that supply inventory and equipment are well maintained and up to date.

Program Planning and Coordination

  • Serve as a key member of the CAE program team, implementing the vision and annual work plan for CAE.
  • Continuously apply and expand up to date knowledge of community arts education to deliver high-quality, relevant programming.
  • Provide feedback and knowledge that improves quality of program offerings, including helping to develop and shape curriculum. 
  • Help to develop and implement new programs that expand CAE's engagement with the community and better meet diverse community needs. 
  • Use data and feedback to help continuously improve arts education program quality and meet revenue goals.
  • Coordinate and implement the planning, presentation and/or promotion of CAE arts education classes and workshop programs in cooperation with other staff, contractors, and volunteer groups; supervise and coordinate the activities of teaching artists and volunteers; and do related work as required.
  • Recruit and retain qualified teaching artists as needed for program classes and /or workshops; also supervise training of volunteers assisting CAE programs.
  • Help initiate and develop sources of program support. Assist in the development and preparation of annual budgets. Assist with the development and preparation of CAE educational, promotional and production materials–catalogs, programs and other graphics for publication.

Support special events, partnerships and tours.

  • Bring together diverse stakeholders, including various CAE disciplines, other city departments and divisions, and community partners for meaningful collaboration.

Classroom and Program Space Coordination

  • Maintain the physical environment of CAE educational space, including health and safety, cleanliness, and interface with building maintenance, custodians and public works.
  • Participate in formulating and implementing plans for improvement of CAE facilities to better serve community needs, including understanding of capital needs, and collaboration with exhibits program.
  • Maintain program inventory including equipment, supplies and other program materials; source or perform general equipment maintenance; maintain program records.
  • Establish a warm, welcoming environment for community members while enforcing CAE rules, policies and guidelines, and communicating expectations for all groups of students and teaching artists.
  • Set up and maintain program records and documentation, file routine reports, complete maintenance orders, and manage organizational correspondence. Help create and display marketing collateral for CAE programs.
  • Coordinate activities and cooperate with other users of CAE facilities.
  • Supervise part-time studio assistant and others as needed.

Community Liaison

  • Maintain ties with national and local community arts education organizations. Research availability and reputation of artists for guest workshops.
  • Develop relationships and identify cross marketing opportunities with other organizations to provide better and more broadly supported programs.
  • Perform needed research and data analysis to understand and meet community needs. 
  • Assist in community partnership development as needed, including meeting scheduling, educating partners about CAE resources, programs and financial aid, and helping to foster lasting relationships.
  • Assist in the coordination of art sales and exhibitions as needed.
  • Assist in liaison work with local volunteer support groups such as Friends of Civic Arts Education, and other support agencies, community partners, and arts organizations as needed.


A Bachelor's degree with major coursework in arts education, arts administration or a related field, and a minimum of two years of experience in arts education, or any equivalent combination of training and experience that provides the knowledge, skills, and abilities to perform the position.

Profile of an ideal candidate:

  • Innovative, entrepreneurial, can-do spirit who enjoys being part of a team that works together to create and implement a vision
  • Considerable working knowledge of a wide range of art forms in community arts education
  • Well connected to community arts education networks
  • Skilled at uniting diverse people around a common vision within a complex environment
  • Skilled in using strong project management skills to manage multiple projects in a fast-paced environment
  • Experienced user of data to inform programmatic improvements
  • Able to create, maintain and document schedules, calendars, policies, procedures and systems
  • Experienced in coordinating space used for art making and creating environments conducive to learning
  • Ability to coordinate the maintenance of equipment and inventory in a variety of arts spaces
  • Strong interpersonal skills in an environment with extensive public contact with diverse groups
  • Excellent verbal and written communicator
  • Highly organized and detail oriented
  • Technologically proficient and knowledgeable of social media tools and business applications. Knowledge of Microsoft Office Suite for business and management operations. Experience with class registration software desired.

Special Requirements:

  • Possession of, or ability to obtain prior to employment, a valid Class C California Driver's License and a good driving record may be required for some assignments.
  • Employee will be required to work some weekends and/or evenings.


  • Applications are due no later than 12:00 p.m. on Friday, April 8, 2016.  Applicants must apply online at Applicants possessing the MOST DESIRABLE qualifications will be invited to continue in the selection process and an appraisal interview tentatively scheduled for Wednesday, April 20, 2016.
  • An eligible list will be established as a result of this examination process and will be valid for a period of six months.  All applicants will be notified by email as to whether or not they are invited to participate further in the selection process. In addition, applicants can log on to their account and check their current status online.
  • Applicants considered for appointment to this position will be subject to a thorough background and criminal check including a driving records check and Department of Justice fingerprint check.
  • If special accommodations are necessary at any stage of the examination process, please provide the Human Resources Division with advance notice and every attempt will be made to consider your request.
  • As required by law, all public employees are designated as Disaster Service Workers. As such, all City of Walnut Creek employees may be called upon to assist in the event of fire, flood, earthquake, or other natural or man-made disasters.
  • Please see the class specification at for a complete description of this classification's representative duties, requirements, working conditions, and physical requirements.


Deadline: 04-08-2016

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