Job Type

Part-time

Description

Reports To: Program Manager

Non-Exempt/Part-time (29 hours per week)

SUMMARY

The Program Coordinator position performs multiple administrative functions related to the Prodigy Cultural Arts Program. The position professionally answers phone and email correspondence from partners, schedules and coordinates mobile arts programming locations and instructors, confirms arts materials for classes, manages calendars, administers applications and assessments, and collects and enters data. The position collaborates on special projects and assignments as needed related to the program. The position is responsible for confidential and time sensitive material in an environment where professionalism, competence, communication skills and confidentiality are of paramount importance. Assisting and/or leading community events and occasionally helping in arts classes can also be expected. The Prodigy Cultural Arts program can frequently be expected to be out in the service location (7 county area in west central Florida). Main office is located in Tampa.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Core duties and responsibilities include the following. Other duties may be assigned.

Demonstrates understanding of the organizations and program's mission and objectives. Maintains program calendar including scheduling all classes, meetings, events, etc. Prepares presentations and/or department specific or project related presentations; taking minutes of meetings for distribution to management and other constituents as required. Establishes accessible and supportive relationships with partnering mobile locations and organizations. Prepares data and expense reports for Manager as directed and with accompanying receipts, etc. Conducts youth assessments and maintains accurate records, data integrity and/or quality data bases as required for specific departments or projects. Resolves problems and make recommendations related to administrative and programming functions. Performs general office duties such as ordering supplies, sorting mail, coordinating travel arrangements and other basic office management functions as required. Assists with special events planning as necessary and client relationship/contract compliance databases as required; assisting with mass electronic and print mailings as required. Facilitates meeting room set-up/ break-down, and orders supplies or food/beverage/condiments as required. Provides assistance to other administrative staff/receptionist, and/or other personnel. Participates in staff duties for internal & external programs and events. Updates website calendar, write spotlight pieces for website/newsletter, & answer website email requests. Maintains training binders of staff and instructors. Professionally represent the UACDC and Prodigy to a variety of audiences and interact effectively with external constituencies. OCCASIONAL DUTIES

Participation in company events.

ACCOUNTABILITY

Control of cost, Budget, Quality control, Customer service, Record keeping.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies: Administrative Skills Sub competencies: Detail Orientation, Planning & Organizing: Possesses ability to organize, plan and follow-through on multiple tasks, recognizes and attends to important details with accuracy and efficiency, effectively prioritizes work, establishes clear goals, tasks and plans, anticipates potential problems & analyzes alternative solutions. Interpersonal Style Sub competencies: Interpersonal Skills, Communication, Teamwork Relates to people in an open, honest and sincere manner. Treats people with respect. Develops effective working relationships; is friendly and approachable. Attentively listens to others and communicates ideas clearly; communicates appropriately with supervisor, co-workers and direct reports. Self-Management Sub competencies: Adaptability, Reliable, Dependable, Self Sufficient, and Composure: Adapts readily to changes Works effectively under stress. Needs minimal supervision is comfortable working in a fast-paced environment. Is reliable, dependable & results oriented Maintains productivity & composure under pressure Views problems as opportunities to create new solutions. Thinking Skills Sub competencies: Problem Solving; Judgment & Decision-Making Diagnoses problems efficiently Gathers sufficient input before making decision or plans Makes timely decisions Quickly determines source of problem Identifies information needed to solve problem Analyzes alternative solutions Customer Focus I Orientation Sub competencies: Customer Orientation Sensitive & responsive to internal and external customers' needs, demonstrates skills in customer service and satisfaction, maintains a positive attitude, willing to listen to customer problems and seeks solutions; stays in tune with changing needs of customers. Technical Aptitude/Proficiency Sub competencies: Learning proficiency: Picks up technical things quickly (i.e. learning new software); is good at learning a new industry standard or practice; policy or procedure; does well in technical courses technical courses, electronic training or reading technical materials to master a software package.

BUSINESS RELATED CONTACTS

Internal and external personnel.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

Associate degree or BA preferred with minimum of 2-4 years of experience in a related area or equivalent education and experience. Prior work experience in a non-profit organization and youth development program is an added plus. Prior experience in program coordination is suggested. Familiar with standard concepts, practices, and procedures within a particular field. Relies on experience and judgment to plan and accomplish goals. Excellent computer skills including all MS Office applications (Word, Excel, Outlook, PowerPoint). The ability to multi-task, strong problem solving, priority setting, organization and collaboration skills are required. Excellent proof reading and quality control skills are required, along with strong time management skills is a must. Must have flexible schedule and have the ability to be on the road in outreach area (7 counties in west central Florida).

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Bi-lingual is preferred.

MATHEMATICAL SKILLS

Ability to apply mathematical concepts.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions and deal with several abstract and concrete variables.

COMPUTER SKILLS

To perform this job successfully, an individual should have knowledge of Database software; Design software; Internet software; Order Processing systems; Outlook and Microsoft Office Suite, including but not limited to Spreadsheet, Presentation, relational database, and Word Processing software.

OTHER QUALIFICATIONS

• Willingness to participate in evening and weekend activities.

• Frequent local travel required. Must have reliable transportation.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions.

The noise level in the work environment is usually moderate.

Disclaimer: Job descriptions are not meant to be all-inclusive and the job itself is subject to change. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

University Area CDC does not discriminate applicants or employees for terms of employment on the basis of race, color, religion, sex (including pregnancy, and sexual orientation), national origin, age, disability, or genetic information. University Area CDC is a drug-free workplace.