Program and Events Coordinator
Children's Theatre Company, Saint Paul, MN, United States
Employment Status
Part-time, Non-exempt
Hours
20 hours per week
Reports To
Program & Events Director
Pay
$19-$20/hour DOE
Hybrid Position
Commitment to 10 hours per week in-person, ability to work occasional evenings and weekend events
Deadline to apply
May 10, 2026
Position Summary
The Program & Events Coordinator provides essential logistical and administrative support for all ArtStart programs. This role handles detailed program logistics, communications with participants and venues, coordination, and documentation. The Coordinator supports the Program & Events Director in sales activities, assists with marketing implementation, and ensures smooth program operations through careful attention to details and proactive communication.
Key Responsibilities
Program Logistics and Communications
Work with P & E Director to coordinate communications between artists, participants, and venues
Serve as venue liaison for logistical arrangements
Manage room reservations and space coordination
Support artists with program preparation and logistics
Artist Support and Documentation
Collect artist bios and headshots for program materials
Request and coordinate artist paperwork for Office Manager
Track background check completion
Serve as liaison between Director and Office Manager for contract processing
Assist with contract liaison to Office Manager when needed
Camp Coordination
Handle logistical questions and coordinate details
Provide venue support during camp sessions
Assist in supervising campers as needed
Coordinate supplies and materials for camp, including sourcing and returning materials to the ArtScraps shop
Handle artist meeting logistics
Festival and Event Support
Provide logistical support for festivals including equipment, food trucks, and supplies
Support volunteer coordination and management
Sales Support
Support Program & Events Director with sales activities
Staff tabling opportunities at conventions and community expos
Marketing Support
Support marketing team with promotional activities
Documentation and Tracking
Maintain accurate information in CRM and databases
Keep program calendars updated
Organize photo files and program documentation
Track program evaluation data
Gather information for grant reports
Required Qualifications
Strong organizational skills and attention to detail
Excellent written and verbal communication skills
Customer service experience and friendly, professional demeanor
Ability to manage multiple tasks and shifting priorities
Comfort with technology and learning new systems
Proactive problem-solving approach
Proficient/familiarity with Excel, Word, Google Suite, Quickbooks and PayPal
Preferred Qualifications
2+ years of experience in program support, event coordination, or administrative roles
Experience with youth programs or camp coordination
Background in arts education or community programming
Familiarity with registration and payment systems
Experience working with teaching artists
Proficiency in Canva a plus
Physical Requirements and Work Environment
This position works remotely with regular in-person presence required for camps, festivals, and events
Camp weeks require onsite presence to support logistics and supervision
Event support may include physical activity and extended hours
Occasional weekend and evening availability for programs
Mission and Values Alignment
The Program & Events Coordinator supports ArtStart's mission by ensuring programs run smoothly and participants have excellent experiences with arts education and creative reuse programming. This role requires commitment to customer service, attention to detail that supports program quality, and enthusiasm for connecting communities with creative learning opportunities.
How to Apply
To apply, please submit a resume and cover letter to Cindy Smith at cindy@artstart.org. No phone calls please.
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Part-time, Non-exempt
Hours
20 hours per week
Reports To
Program & Events Director
Pay
$19-$20/hour DOE
Hybrid Position
Commitment to 10 hours per week in-person, ability to work occasional evenings and weekend events
Deadline to apply
May 10, 2026
Position Summary
The Program & Events Coordinator provides essential logistical and administrative support for all ArtStart programs. This role handles detailed program logistics, communications with participants and venues, coordination, and documentation. The Coordinator supports the Program & Events Director in sales activities, assists with marketing implementation, and ensures smooth program operations through careful attention to details and proactive communication.
Key Responsibilities
Program Logistics and Communications
Work with P & E Director to coordinate communications between artists, participants, and venues
Serve as venue liaison for logistical arrangements
Manage room reservations and space coordination
Support artists with program preparation and logistics
Artist Support and Documentation
Collect artist bios and headshots for program materials
Request and coordinate artist paperwork for Office Manager
Track background check completion
Serve as liaison between Director and Office Manager for contract processing
Assist with contract liaison to Office Manager when needed
Camp Coordination
Handle logistical questions and coordinate details
Provide venue support during camp sessions
Assist in supervising campers as needed
Coordinate supplies and materials for camp, including sourcing and returning materials to the ArtScraps shop
Handle artist meeting logistics
Festival and Event Support
Provide logistical support for festivals including equipment, food trucks, and supplies
Support volunteer coordination and management
Sales Support
Support Program & Events Director with sales activities
Staff tabling opportunities at conventions and community expos
Marketing Support
Support marketing team with promotional activities
Documentation and Tracking
Maintain accurate information in CRM and databases
Keep program calendars updated
Organize photo files and program documentation
Track program evaluation data
Gather information for grant reports
Required Qualifications
Strong organizational skills and attention to detail
Excellent written and verbal communication skills
Customer service experience and friendly, professional demeanor
Ability to manage multiple tasks and shifting priorities
Comfort with technology and learning new systems
Proactive problem-solving approach
Proficient/familiarity with Excel, Word, Google Suite, Quickbooks and PayPal
Preferred Qualifications
2+ years of experience in program support, event coordination, or administrative roles
Experience with youth programs or camp coordination
Background in arts education or community programming
Familiarity with registration and payment systems
Experience working with teaching artists
Proficiency in Canva a plus
Physical Requirements and Work Environment
This position works remotely with regular in-person presence required for camps, festivals, and events
Camp weeks require onsite presence to support logistics and supervision
Event support may include physical activity and extended hours
Occasional weekend and evening availability for programs
Mission and Values Alignment
The Program & Events Coordinator supports ArtStart's mission by ensuring programs run smoothly and participants have excellent experiences with arts education and creative reuse programming. This role requires commitment to customer service, attention to detail that supports program quality, and enthusiasm for connecting communities with creative learning opportunities.
How to Apply
To apply, please submit a resume and cover letter to Cindy Smith at cindy@artstart.org. No phone calls please.
#J-18808-Ljbffr