Program & Marketing Assistant
Tulsa Community Foundation, Tulsa, Oklahoma, United States, 74145
Description
Tulsa Artist Fellowship is a place-based initiative established in 2015 by the George Kaiser Family Foundation (GKFF). The Fellowship addresses pressing challenges faced by contemporary artists and arts workers living in and joining Tulsa, Oklahoma. Tulsa Artist Fellowship believes the arts are critical to advancing cultural citizenship and supports community‑invested practitioners who intentionally engage with our city. Tulsa Artist Fellowship is an equal opportunity employer and encourages applications from individuals of all backgrounds, identities, and lived experiences. Position Purpose
The Programs & Marketing Assistant provides essential cross‑departmental support for Tulsa Artist Fellowship, contributing to the planning and execution of public programs, event logistics, gallery operations, and marketing coordination. This cross‑functional role balances administrative organization with external engagement and supports both programmatic and marketing initiatives across the organization. The Assistant collaborates across departments to ensure smooth internal operations and meaningful community interaction. Key responsibilities include coordinating contractor schedules, supporting marketing content and media assets, tracking inventory and supplies, maintaining organized digital and physical systems, and managing general inquiries. The Assistant facilitates communication and scheduling with fellows, supports studio visits, and occasionally represents the organization at public‑facing and community events. The role also involves maintaining a welcoming, organized gallery space; reporting facility needs; and supporting the onboarding and coordination of interns and gallery sitters. Flexibility in working hours is essential to accommodate public gallery hours, internal programming, and special events. Responsibilities / Essential Duties
The Assistant contributes across public programs, gallery operations, marketing, and administrative functions. Key outcomes include consistent gallery presence and visitor engagement; accurate and well‑organized administrative tracking; smooth execution of monthly and special events; timely communication and follow‑up with staff, fellows, and participants; coordinated delivery of marketing drafts and media assets; and active support of internal filing and database systems. Gallery Operations & Visitor Services
Open and close the gallery during scheduled public hours Greet and engage visitors; answer questions about exhibitions and the organization Maintain a clean, orderly, and visitor‑ready gallery environment during each shift Track and maintain printed exhibition artwork lists; assist with updates as needed Record daily activity reports, visitor counts, and any maintenance or facility needs Event & Program Support
Support monthly gatherings, First Fridays, and special programs Assist with event logistics, hospitality, setup, and breakdown Schedule and coordinate short‑term contractors for programs and events Track event‑related supplies and inventory needs Administrative Support
Manage general office inboxes and incoming inquiries Assist with billing, invoicing, and finance‑related tracking Coordinate scheduling of studio visits and support visitor logistics Track and maintain grocery and office supplies for Fellowship use Occasionally represent the organization at public‑facing events or meetings Database & Systems Support
Under the supervision of the Artistic Program Producer, assist with filing and organizing data using internal databases and cloud‑based systems Monitor, organize, and accurately categorize digital files and assets Maintain up‑to‑date contractor, participant, and contact records Ensure file naming, folder structures, and database entries follow established standards Intern & Gallery Sitter Coordination
Support intern onboarding, including orientation to organizational spaces, systems, and workflows Schedule and onboard gallery sitters when needed, ensuring clarity around visitor services expectations, exhibition content, and communication protocols Relay questions, feedback, or concerns from interns or gallery sitters to supervising staff in a timely manner Marketing & Media Support
Conduct marketing and audience research related to social media, engagement, and outreach trends Draft copy for newsletters, event listings, website updates, invitations, and social media captions for review by senior staff Organize and maintain marketing, documentation, and media assets with consistent naming conventions Support content planning, scheduling, and asset delivery across multiple platforms Perform other duties as assigned Education And Experience
A combination of education, relevant training, and professional experience will be considered. Ideal candidates will have: Bachelor’s degree in a relevant field (preferred) Minimum of one (1) year of relevant experience or an equivalent combination of education, training, or lived experience in event support, gallery services, arts administration, or a related field Skills And Abilities
Strong organizational and time‑management skills with attention to detail Excellent interpersonal, written, and verbal communication skills Ability to work independently and collaboratively across multiple priorities and departments Demonstrated experience supporting public programs, events, or exhibitions Adaptable, solutions‑oriented approach to shifting priorities and timelines Familiarity with inventory tracking, file organization, and supply management Comfort using digital tools for administrative, marketing, and communications workflows Commitment to inclusivity, professionalism, and thoughtful public engagement Knowledge of or ability to learn organizational and communication tools and platforms commonly used in nonprofit and arts administration, such as cloud‑based file systems, email and scheduling tools, databases, design software, and social media platforms. Hours and Location
This is a primarily in‑person, 40‑hour‑per‑week position based in Tulsa, Oklahoma. Typical work hours are 9:30 a.m.–6:30 p.m. and generally follow this schedule: Tuesday–Saturday when exhibitions are on view Monday–Friday during gallery closures Evening and weekend hours may be required for events and community engagement, with advance notice whenever possible. Hybrid work may be approved for specific tasks with supervisor approval but is not the primary mode of work. Tulsa Artist Fellowship works collaboratively with staff to support accessibility and scheduling needs when feasible. Additional Requirements
Occasional need to utilize personal transportation, must have a valid driver’s license and auto insurance
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Tulsa Artist Fellowship is a place-based initiative established in 2015 by the George Kaiser Family Foundation (GKFF). The Fellowship addresses pressing challenges faced by contemporary artists and arts workers living in and joining Tulsa, Oklahoma. Tulsa Artist Fellowship believes the arts are critical to advancing cultural citizenship and supports community‑invested practitioners who intentionally engage with our city. Tulsa Artist Fellowship is an equal opportunity employer and encourages applications from individuals of all backgrounds, identities, and lived experiences. Position Purpose
The Programs & Marketing Assistant provides essential cross‑departmental support for Tulsa Artist Fellowship, contributing to the planning and execution of public programs, event logistics, gallery operations, and marketing coordination. This cross‑functional role balances administrative organization with external engagement and supports both programmatic and marketing initiatives across the organization. The Assistant collaborates across departments to ensure smooth internal operations and meaningful community interaction. Key responsibilities include coordinating contractor schedules, supporting marketing content and media assets, tracking inventory and supplies, maintaining organized digital and physical systems, and managing general inquiries. The Assistant facilitates communication and scheduling with fellows, supports studio visits, and occasionally represents the organization at public‑facing and community events. The role also involves maintaining a welcoming, organized gallery space; reporting facility needs; and supporting the onboarding and coordination of interns and gallery sitters. Flexibility in working hours is essential to accommodate public gallery hours, internal programming, and special events. Responsibilities / Essential Duties
The Assistant contributes across public programs, gallery operations, marketing, and administrative functions. Key outcomes include consistent gallery presence and visitor engagement; accurate and well‑organized administrative tracking; smooth execution of monthly and special events; timely communication and follow‑up with staff, fellows, and participants; coordinated delivery of marketing drafts and media assets; and active support of internal filing and database systems. Gallery Operations & Visitor Services
Open and close the gallery during scheduled public hours Greet and engage visitors; answer questions about exhibitions and the organization Maintain a clean, orderly, and visitor‑ready gallery environment during each shift Track and maintain printed exhibition artwork lists; assist with updates as needed Record daily activity reports, visitor counts, and any maintenance or facility needs Event & Program Support
Support monthly gatherings, First Fridays, and special programs Assist with event logistics, hospitality, setup, and breakdown Schedule and coordinate short‑term contractors for programs and events Track event‑related supplies and inventory needs Administrative Support
Manage general office inboxes and incoming inquiries Assist with billing, invoicing, and finance‑related tracking Coordinate scheduling of studio visits and support visitor logistics Track and maintain grocery and office supplies for Fellowship use Occasionally represent the organization at public‑facing events or meetings Database & Systems Support
Under the supervision of the Artistic Program Producer, assist with filing and organizing data using internal databases and cloud‑based systems Monitor, organize, and accurately categorize digital files and assets Maintain up‑to‑date contractor, participant, and contact records Ensure file naming, folder structures, and database entries follow established standards Intern & Gallery Sitter Coordination
Support intern onboarding, including orientation to organizational spaces, systems, and workflows Schedule and onboard gallery sitters when needed, ensuring clarity around visitor services expectations, exhibition content, and communication protocols Relay questions, feedback, or concerns from interns or gallery sitters to supervising staff in a timely manner Marketing & Media Support
Conduct marketing and audience research related to social media, engagement, and outreach trends Draft copy for newsletters, event listings, website updates, invitations, and social media captions for review by senior staff Organize and maintain marketing, documentation, and media assets with consistent naming conventions Support content planning, scheduling, and asset delivery across multiple platforms Perform other duties as assigned Education And Experience
A combination of education, relevant training, and professional experience will be considered. Ideal candidates will have: Bachelor’s degree in a relevant field (preferred) Minimum of one (1) year of relevant experience or an equivalent combination of education, training, or lived experience in event support, gallery services, arts administration, or a related field Skills And Abilities
Strong organizational and time‑management skills with attention to detail Excellent interpersonal, written, and verbal communication skills Ability to work independently and collaboratively across multiple priorities and departments Demonstrated experience supporting public programs, events, or exhibitions Adaptable, solutions‑oriented approach to shifting priorities and timelines Familiarity with inventory tracking, file organization, and supply management Comfort using digital tools for administrative, marketing, and communications workflows Commitment to inclusivity, professionalism, and thoughtful public engagement Knowledge of or ability to learn organizational and communication tools and platforms commonly used in nonprofit and arts administration, such as cloud‑based file systems, email and scheduling tools, databases, design software, and social media platforms. Hours and Location
This is a primarily in‑person, 40‑hour‑per‑week position based in Tulsa, Oklahoma. Typical work hours are 9:30 a.m.–6:30 p.m. and generally follow this schedule: Tuesday–Saturday when exhibitions are on view Monday–Friday during gallery closures Evening and weekend hours may be required for events and community engagement, with advance notice whenever possible. Hybrid work may be approved for specific tasks with supervisor approval but is not the primary mode of work. Tulsa Artist Fellowship works collaboratively with staff to support accessibility and scheduling needs when feasible. Additional Requirements
Occasional need to utilize personal transportation, must have a valid driver’s license and auto insurance
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