Arts Programs Coordinator - The Office of Economic Development & Cultural Affairs
The Arts Programs Coordinator supports Confidential Client's Public Art Program by managing community mural projects and assisting with temporary and permanent public art initiatives. This role involves coordinating project logistics, facilitating committee meetings, managing contracts and budgets, and engaging with artists, community groups, and city departments to promote cultural vibrancy and public art accessibility.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Public Administration & Cultural Affairs.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
Role overview
This Confidential Client is hiring an Arts Programs Coordinator to support the Public Art Program within the Office of Economic Development & Cultural Affairs. This is an entry-level/project-coordinator role that manages community-initiated mural projects, supports multi-phase public art commissions and temporary installations, serves as secretary to the Public Art Committee, and coordinates artists, contractors, and City partners. This is a limit-dated/overstrength position anticipated to be funded through June 30, 2028.
What You’ll Do
- Administer the Community-Initiated Mural Program and guide muralists and applicants through approval and permitting processes.
- Support Senior Arts Program Coordinators and the Public Art Program Director on multi-phase permanent and temporary public art projects.
- Serve as secretary to the Public Art Committee: prepare agendas/packets, take and publish minutes, manage meeting logistics and technology.
- Coordinate RFP/RFQ processes and selection panels; prepare evaluation materials and panel logistics.
- Prepare and manage artist agreements, Right of Entry agreements, purchase orders, insurance tracking, and other contract documents, coordinating with legal and purchasing teams.
- Oversee project schedules and milestones; coordinate site permitting, installation logistics, and cross-departmental approvals.
- Track project budgets, monitor invoices, encumbrances, and contract balances.
- Conduct periodic site visits, condition assessments, and maintain public art collection records and image archives.
- Coordinate conservation, maintenance, labels, plaques, and signage for the public art collection.
- Produce public information materials and update program web content; support community outreach workshops and training.
- Attend occasional evening or weekend meetings and events as required.
Minimum qualifications
- Bachelor’s degree in Arts, Public Administration, Business Administration, Education, or related field AND two (2) years of experience administering arts programs for community entities (or equivalent combination of education and experience).
- Possession of a valid California motor vehicle driver’s license (required).
- Experience with basic contract and grant administration, project coordination, and standard office software.
- Strong written and verbal communication skills and demonstrated ability to work with artists, community groups, and municipal partners.
Preferred / desirable skills
- Knowledge of public art principles, community arts development, and arts education programs.
- Experience with RFP/RFQ processes, selection panels, and public procurement procedures.
- Familiarity with budget tracking, basic accounting, and fiscal controls.
- Proficiency with Microsoft Word, Excel, PowerPoint, and experience learning database or collection-management systems (e.g., FileMaker Pro).
- Project management skills, community engagement experience, and the ability to manage multiple projects and deadlines.
Compensation & terms
- Base salary: $96,576.48 - $117,455.52 per year (includes approx. 5% ongoing non-pensionable pay). Actual pay determined by qualifications and experience.
- Employment type: Full-Time / Contractor (limit-dated through 06/30/2028, subject to extension).
- Location: San Jose, CA — remote (telecommute) work is allowed in accordance with program needs; occasional on-site visits required.
- This position may require evening or weekend availability for meetings and events.
Selection process & hiring notes
- Selection steps: application review (resume + required job-specific questions), interviews (one may include a writing/practical exercise), portfolio or work sample request.
- Applicants must complete Education/Work History sections and answer job-specific questions; incomplete applications may be withheld.
- Confidential Client does not sponsor H-1B or other work visas for this role. Applicants must be eligible to work in the U.S.
- Reasonable accommodations are available for applicants with disabilities — request via the recruiting contact or Careertakes.
Keywords & candidate search terms (high relevance)
- Arts Programs Coordinator San Jose, CA
- Public art coordinator
- Community mural program manager
- Public art project manager
- RFP/RFQ and panel coordination
- Arts & cultural program administration
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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