Oklahoma Arts Council Job Opportunities

Arts Education Assistant

All applications for this position must be submitted online at jobs.ok.gov.

OKLAHOMA ARTS COUNCIL
The Oklahoma Arts Council (OAC) is the official state agency for the support and development of the arts. We strive to build a team comprised of the best and brightest individuals to support our mission to lead, cultivate, and amplify the transformative power of the arts for all Oklahomans and their communities. The Oklahoma Arts Council is currently seeking enthusiastic and creative people with an entrepreneurial spirit and dedication to public service to contribute to our team.

POSITION SUMMARY
The Arts Education Assistant provides support for Oklahoma Arts Council arts learning and arts education programs, serving as a point of contact for schools and organizations seeking grant funding and assisting in grants processing and management.

Additionally, this position provides support for the Oklahoma Creative Aging Initiative, supporting related programs, facilitating grant reporting and payment processing, maintaining the grants database and records, and managing contracts and invoices related to Creative Aging Impact Grant and Creative Aging Academy.

This is a full-time, exempt position* that reports directly to the Deputy Director. Salary is commensurate with experience with a cap of $39,000 plus state retirement and a monthly benefit allowance to offset the cost of insurance premiums for health, dental, life, and disability.

*This temporary position is made possible in part by the Tobacco Settlement Endowment Trust (TSET) Discovery Grant and is full-time through the duration of the TSET three-year grant period.

ESSENTIAL FUNCTIONS:

Program Support

• Work with Oklahoma Arts Council staff to build and expand partnerships in support of expanding access to arts learning and arts education, with a focus on arts in alternative education programs statewide

• Assist with the development and implementation of arts education initiatives, which include but are not limited to trainings, workshops, and other events

• Develop and sustain communication and training efforts for the Oklahoma Teaching Artist Roster and/or other arts education and alternative education professionals across the state

• Distribute information on OAC arts education grant programs

• Support the work of the Arts Education Director and Arts Learning in Communities Director

• Attend, support, and participate in various OAC programs, as assigned

• Support Creative Aging Impact Grants and related programs

TSET Discovery Grant Management and Processing

• Monitor grants system for submitted reports, manage submitted support materials, identify, and communicate with grant recipients regarding materials for reports

• Monitor and track all TSET grant funding

• Manage all files and records related to TSET Discovery grant awards

• Review Creative Aging Impact Grant reports, payment requests, support materials, and follow up with grant recipients as needed

• Participate in work groups with team members to determine effectiveness of grant programs and processes

• Meet with the Arts Learning in Communities Director to discuss current projects, prioritize tasks, and assess progress on tasks and goals

• Manage and maintain data integrity of grants database systems, including organization and grant information

• Work with the Arts Learning in Communities Director and program staff to develop individual and organizational knowledge regarding Creative Aging Impact grant recipients

Program and Administrative Support

• Coordinate and schedule all Oklahoma Creative Aging Initiative cohort meetings with grantees and/or other parties as necessary

• Coordinate and schedule all Creative Aging Academy trainings and mentor sessions with grantees and/or other parties as necessary

• Facilitate contracts and invoices for creative aging trainers and mentors

• Conduct site visits to assess TSET Discovery Grant supported programs and organizational capacity

• Work with Finance Office to process Creative Aging Impact Grant payments and provide technical support to grantees regarding payment status

• Ensure TSET grant database records are complete with payment information

Marketing Support

• Meet and correspond with Creative Aging Impact Grant recipients to gather data and storytelling

• Support the coordination of marketing efforts as needed with the Director of Marketing and Communications

Grants Management

• Serve as the initial point of contact for schools and organizations seeking OAC grants in support of Arts in Alternative Education or creative aging programming

• Provide technical assistance to grantees, applicants, and prospective applicants regarding grants system access, application requirements and submissions, and grantee reporting requirements

• Review draft applications, late applications, contracts, final reports, and support materials, providing constructive feedback and following up with applicants/grantees as needed

• Respond to questions from potential applicants and current grantees

• Communicate with grant applicants and grantees regarding the submission of their grant materials • Manage and maintain data integrity of grants database systems

• Conduct regular site visits to assess the artistic quality of agency-supported arts programs and/or organizational capacity

• Work with Arts Education Director, Arts Learning in Communities Director, and Grants Office to coordinate and organize online and in-person grant information sessions and workshops

• Provide administrative support during grant review panels, which may include taking notes, preparing draft comments to be reviewed by the Arts Education Director, and/or providing support to panelists as needed

• Support the Grants Office in the preparation of required state and federal reports

Program Development

• Remain knowledgeable of current trends, best practices, and research in arts education, arts and health programs, alternative education, arts learning, arts learning assessment, and program evaluation

• Actively pursue outreach and partnerships to expand services to underrepresented populations

• Develop and maintain a network of professionals and organizations in the field of community-based arts learning

Other

• Travel to occasional meetings or events required. Ability to participate in occasional after-hours events and some overnight, in-state travel.

• Duties in support of other departments and/or goals of the agency, including but not limited to program support and grants management support.

• Any additional duties as determined by the Arts Learning in Communities Director, Arts Education Director, or Executive Director.

• A combination of in-person at the office and optional telework days are scheduled during the year to provide staff the benefit of a more flexible work schedule.

Knowledge, Skills, and Abilities

• Possesses strong, proven organizational and administrative skills, and can plan, set goals and objectives, and follow through

• Demonstrates effective oral and written communication skills including public speaking

• Demonstrates effective project management and soft skills including flexibility, good listening skills, creative thinking, project oversight, attention to detail, adherence to timelines

• Must be able to handle unforeseen events quickly, calmly, and in a professional manner

• Promotes and encourages team approaches to problem solving

• Establishes and maintains positive professional working relationships within and outside the agency

• Must be attentive to detail and committed to excellence in all aspects of work

• Should have experience with budget development

• Must be able to handle multiple concurrent and high priority tasks

• Collaborates as a team player with other agency staff to deliver quality programs and services

• Must be able to administer highly confidential matters with tact and diplomacy and the utmost discretion

• Demonstrates professional business orientation and acumen

• Is adept at interacting with people of various social, cultural, economic, and educational backgrounds

• Demonstrates excellent planning and organizational skills

• Meets deadlines consistently

• Takes a proactive approach and work independently

• Presents a professional appearance

• Has knowledge of arts learning and arts programming, as well as current trends and best practices in the history and goals of alternative education

• Considers themselves an ambassador of the agency and have an awareness of the importance of front-line responsibility in the public’s perception of the agency

• Provides responsive and excellent constituent service

• Collaborates as a team player with other agency staff to deliver quality programs and services Qualifications

• Graduation from an accredited four-year college or university with a degree in art, arts education, arts administration, business, or public administration or a related degree

• Experience working with nonprofit organizations and/or the artists and the arts sector

• Excellent written and oral communications

• A positive attitude, earnest interest in providing excellent customer service, and a team player

• Experience in grants award management and administration a plus

• Exemplary knowledge of technology, with a high level of computer literacy, including the Microsoft Office 365 Suite (Outlook, OneDrive, Word, Excel, PowerPoint, OneNote, and SharePoint), database technologies, and mobile computing, among others

• Project management training or experience

• Knowledge in database management preferred, experience with Fluxx Grantmaker and FileMaker Pro a plus

• Knowledge of arts in health practices preferred

• Bilingual, Spanish-speaker a plus

Key Requirements/Physical Demands

• Pre-employment OSBI background check must be successfully completed

• Must hold driver's license and be able to drive a vehicle to various locations across the state if necessary

• Must be able load and unload materials of up to 40 pounds

To Apply

All applications for this position must be submitted online at jobs.ok.gov. A successful application will consist of:

• Cover letter addressed to the Oklahoma Arts Council Executive Director with information that reflects the applicant’s qualifications for the position

• Resume with relevant experience and a list of degrees held and/or certifications

• List of up to three references with names and contact information (letters of reference not required at this time)

While we sincerely appreciate all applications, only those candidates selected for an interview will be contacted. No phone calls, please.

The Oklahoma Arts Council (OAC) is an equal opportunity employer. It is the policy of OAC to prohibit unlawful discrimination and to provide equal employment opportunities to employees and applicants, without regard to political or religious opinion or affiliation, race, color, sex, national origin, ancestry, age, disability, genetic information, veteran status, or any other reason prohibited by law. It is the policy of OAC to provide equal opportunity in employment, advancement and other conditions of employment to all qualified applicants and employees. It is the intent of OAC to fully comply with all applicable state and federal equal opportunity and non-discrimination laws and regulations.

Oklahoma Arts Sector ARPA Grants Assistant

POSITION SUMMARY
This position provides support with the American Rescue Plan Act (ARPA), the Oklahoma Arts Sector ARPA Grant and related programs, provides award management support for grant recipients, facilitates grants reporting and payment processing, and maintains the grants database and records. This is a part-time, temporary position* that reports directly to the Grants Director. This position has an hourly rate of $23.55 with no other benefits and with duties requiring approximately 20 hours per week.

*This is a temporary position for up to one year that may be extended dependent on additional funding. The funding for this position is made available through the American Rescue Plan Act State and Local Fiscal Recovery Funds.

ESSENTIAL FUNCTIONS

Grants Access:

• Serve as the initial point of contact and respond to questions from Oklahoma Arts Sector ARPA Grants recipients

• Manage and maintain grant portal access

• Distribute information on the ARPA grant program to the public

• Work with Grants Director and program staff to coordinate and organize online and in-person ARPA grant information sessions and workshops

• Provide technical assistance to ARPA grant recipients regarding grant portal access, award management, and reporting requirements

Grants Management and Processing:

• Monitor grants system for submitted reports, manage submitted support materials, identify, and communicate with grant recipients regarding materials for reports as necessary

• Monitor and track all ARPA grant funding

• Coordinate and schedule all ARPA meetings with internal staff and/or other parties as necessary

• Conduct site visits to assess ARPA-supported programs and organizational capacity

• Periodically perform audit checks for ARPA-supported programs and organizations

• Manage all files and records related to ARPA grant awards

• Review ARPA reports, payment requests, support materials, and follow up with grant recipients as needed

• Support the Grants Director in the preparation of state and federal reporting requirements

• Support the Grants Director in the preparation of Council meeting materials

• Run queries through the grants database on ARPA grants as requested

• Communicate with grant recipients regarding the status of their grant awards, materials, and requirements

• Participate in work groups with team members to determine effectiveness of grant programs and processes

• Meet with Grants Director to discuss current projects, prioritize tasks, and assess progress on tasks and goals

• Manage and maintain data integrity of grants database systems, including organization and grant information

• Analyze grant data and identify patterns in grant making and Oklahoma’s arts sector

• Work with Grants Director and program staff to develop individual and organizational knowledge regarding OAC ARPA grant recipients

Program and Administrative Support:

• Conduct regular meetings and site visits to ARPA-supported programs and organizations to support grant reporting and due diligence

• Work with Finance Office to process ARPA grant payments and provide technical support to ARPA grantees regarding payment status

• Ensure ARPA grant database records are complete with payment information Marketing Support:

• Meet and correspond with ARPA grant recipients to gather data and storytelling

• Support the coordination of marketing efforts as needed with the Director of Marketing and Communications

Other

• Travel to occasional meetings or events may be required, including some overnight, in-state travel

• Any additional duties as determined by the Grants Director

Knowledge, Skills, and Abilities:

• Consider themselves an ambassador of the agency and have an awareness of the importance of front-line responsibility in the public’s perception of the agency

• Provide responsive and excellent constituent service

• Collaborate as a team player with other agency staff to deliver quality programs and services

• Be able to administer highly confidential matters with tact and diplomacy and the utmost discretion

• Demonstrate professional business orientation and acumen

• Have exceptional interpersonal and written communication skills

• Display a positive attitude and excellent customer service orientation

• Project a positive and cheerful demeanor, especially in stressful situations

• Demonstrate excellent planning and organizational skills

• Meet deadlines consistently

• Take a proactive approach and work independently

• Execute duties with initiative and excellence

• Maintain a pleasant and respectful work environment conducive to productivity

• Handle unforeseen events quickly, calmly, and in a professional manner

• Be attentive to detail and committed to excellence in all aspects of work

• Present a professional appearance

• Have knowledge of arts and arts programming, as well as current trends and best practices in grant making

• Have experience with grant funding

Qualifications:

• Graduation from an accredited four-year college or university with a degree in art, business or public administration, arts administration, education, or a related field

• Experience in grants award management/administration a plus

• Exemplary knowledge of technology, with a high level of computer literacy including the Microsoft Office 365 Suite (Outlook, Teams, OneDrive, Word, Excel, PowerPoint, OneNote, and SharePoint), database technologies, and mobile computing, among others

• Knowledge in database management preferred, experience with Fluxx Grantmaker and FileMaker Pro a plus

Key Requirements/Physical Demands:

• Pre-employment OSBI background check must be successfully completed

• Must hold driver's license and be able to drive a vehicle to various locations across the state if necessary

• Must be able to lift and carry up to 30 pounds

To Apply:

Please send cover letter, resume, and references to Chandra Boyd, Deputy Director, at chandra.boyd@arts.ok.gov.

A successful application will consist of:

• Cover letter addressed to the Oklahoma Arts Council Executive Director with information that reflects the applicant’s qualifications for the position

• Resume with relevant experience and a list of degrees held and/or certifications

• List of up to three references with names and contact information (letters of reference not required at this time)

While we sincerely appreciate all applications, only those candidates selected for interview will be contacted. No phone calls, please.

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The Oklahoma Arts Council is an Equal Opportunity Employer.