Program Coordinator, Regional Initiatives

The Program Coordinator, Regional Initiatives provides administrative support to two new multi-year initiatives in collaboration with NEFA’s fellow Regional Arts Organizations (RAOs). These new grant programs will support arts organizations founded by, with, and for communities of color to achieve greater organizational resilience in the face of strategic challenges through investment of funding, network building, and technical assistance.

The Program Coordinator is a proactive, solutions-oriented team member. The role ensures that projects flow smoothly and successfully in an environment where the pace varies seasonally. They have a strong ability to prioritize and keep multiple projects running at once, in addition to providing responsive support to constituents in a wide variety of communities. The Program Coordinator will be a key contributor in promoting, evaluating, and enhancing NEFA’s commitments to equity, diversity, inclusion, and accessibility in program and grantmaking practices.

The Program Coordinator reports to the Program Manager, Regional Grants & Initiatives and will collaborate closely with the Senior Program Director, New England Presenting & Touring and the Program Coordinator, New England Presenting & Touring.

This is a new role which will evolve over time. 

Essential Functions - % of Time  Grant Administration – 40% 

• Support the launch and implementation of two new grant initiatives supporting arts organizations founded by, with, and for communities of color; 
• Provide technical assistance, information, and other support to applicants and grantees; 
• Assist grant recipients with reporting and submission of necessary documentation; 
• Process and maintain grant records in Salesforce CRM including creating application forms, testing online grant forms, monitoring applications, archiving grant-related correspondence, tracking and reviewing grantee reports, collecting grant payment info, and maintaining campaigns in Salesforce; 
• Perform regular data cleaning and maintenance in Salesforce; work in partnership with the Technology & Data team to ensure data integrity;  
• Prepare application review materials including the panelist reviewer portal and provide tech support to panelists; 
• Coordinate the preparation and distribution of grant award and declined notifications;  
• Provide support for the New England Presenting & Touring grant application processing as needed. 

Program Coordination – 40%  

• Assist with program and panel meetings, including scheduling, tracking attendance, technical needs, notetaking, and other logistical details; 
• Coordinate event planning for grantee cohort meetings and professional development, including catering, venue rental, accessibility services, event registration, supporting event-related communications, and preparing day-of event logistics. 
• Support programmatic partnerships beyond grantmaking such as professional development and field building collaborations; 
• Support program documentation, evaluation and research staff and contractors to assess program impact; 
• Collaborate with the Creative Economy team on relationship building and regional opportunities. 

Communications & External Relations – 10%  

• Respond to phone and email inquiries from constituents, while developing and maintaining relationships; 
• Support positive relationships with funders and national partners; 
• Provide grantee testimonials to development staff for funder reports; 
• Review and manage images submitted by grant recipients; 
• Prepare presentation materials for workshops, conferences, webinars, and regional events. 

Connecting & Learning – 10%  

• Represent the program and organization at conferences, meetings, performances, and other events; report on learning and outcomes; 
• Participate in organization-wide convenings and events, planning sessions, and working groups. 

Scope  Does this position supervise others? 

No 

Internal/External Contacts

Maintain and support positive relationships with a variety of external constituents including grant applicants, grantees, program advisors and partners, event participants, and event vendors, as well as with internal NEFA staff. Support a cohort of grantees made up of arts organizations founded by, with, and for communities of color and connect them to contacts, networks, and resources that support their professional development and organizational capacity. 

Engage and collaborate in all New England programs at NEFA, with a particular focus and cross-training in the New England Presenting & Touring area. 

Financial/Operational Resources Impacted

$0 

Decision Making/Problem Solving

Support program and meeting coordination; provide responsive and compassionate customer service and technical assistance to all program applicants and participants; communicate effectively with internal and external program partners, advisors, and constituents; analyze current program processes to develop and implement new procedures and guidelines; proactively finds solutions; contribute to program and departmental planning.  

Starting Salary: $60,000 

$60,000 is the starting salary for coordinator level positions at NEFA in FY24. 

Opportunities for Advancement

At the beginning of their tenure, staff in coordinator level positions should set performance, development, and skill-building goals with their supervisor based on the expectations of the position. After two (2) years of employment, and with documented progress on their performance goals (as evaluated by their direct supervisor), employees at the coordinator level may be considered for promotion. 

Qualifications  Required

• 2 - 4 years of work experience, preferably in an administrative setting; past work in front-facing customer/constituent support; 
• Understanding of systems of oppression in the arts and beyond, with a strong commitment to implementing anti-racist practices; 
• Excellent organizational and customer service skills, including strong attention to detail, ability to meet deadlines, problem-solve, and to shift focus based on priorities; anticipates and takes action to meet key project milestones; 
• Adaptability to new software and virtual workflows, experience with Salesforce or a comparable CRM a plus; 
• Familiarity with Microsoft Office suite; experience using project management tools, particularly Asana preferred; 
• Experience with planning and executing events and meetings;  
• Ability to work both independently and collaboratively; 
• Excellent communication written and verbal communication skills; ability to communicate in languages beyond English a plus; 
• Ability to work, grow, and thrive within a team-based environment and comfort working with and navigating the dynamics of multiple teams; 
• Ability to work on-site in the NEFA office at least one (1) day per week; 
• Ability to travel to represent NEFA at events and meetings throughout New England; 
• Appreciation for and identification with NEFA’s mission, vision, and values and interest in engaging in work to advance NEFA’s organizational goals, including those centering equity, diversity, intersectionality, and accessibility. 

Preferred: 

• A valid driver’s license; 
• Personal and/or professional familiarity with New England’s geographic and social communities. 

Workplace Requirements 

NEFA is a multi-state organization and an evolving and dynamic workplace. NEFA staff work in a variety of contexts, including in-person in Boston and remotely across New England and New York. For this position we welcome applications from individuals who are interested in working in-person or hybrid schedules who currently or will reside within a reasonable commuting distance that allows for at least one (1) day in the office per week for in-person team meetings at NEFA’s office in Boston. This is not a remote role. 

Physical/Mental Demands

Stationary position, occasional lifting (up to 15 lbs.), occasional travel (local/regional, including to events during hours outside 9-5 work hours), reasoning, decision-making, detailed work, communication, organization skills, reading, processing.  

Application Instructions 

All candidates will apply using the application form at nefa.org/about/employment. We ask all candidates to submit a current resume and a cover letter describing their interest in and preparedness for the role, and to respond to a limited set of questions about relevant skills. Contact information to request accessibility accommodations to participate in the application or hiring process is listed on the webpage above. 

The deadline to apply for this position is Friday, June 23, 2023. Applications will be reviewed as they are received, and we encourage interested candidates to apply prior to the deadline. Applications received after the deadline may not be reviewed if the existing candidate pool is deemed sufficient. Requests for initial phone interviews will go out approximately one week after the application deadline.