ART IN PUBLIC PLACES PROGRAM ASSISTANT

Recruitment #220524-E12A-42

Introduction

Please upload Cover letter, Resume and 3 References to your application.

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 diverse 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 Oklahoma Arts Council seeks qualified applicants for the position of Art in Public Places Program Assistant. This position supports the Director of Art in Public Places and the Director of Visual and Public Art with the administration of the State of Oklahoma’s 1.5% for Public Art Program and special projects of the Visual Arts Department, assisting with the coordination of calls for artists, managing committees and contacts, and facilitating financial systems. This is a part-time, exempt position that reports directly to the Director of Visual and Public Art with duties requiring approximately 20 hours a week. The hourly rate for this position is $21.00 with no other benefits.

ESSENTIAL FUNCTIONS
The Oklahoma Arts Council is responsible for managing the administrative aspects related to the selection and placement of artwork in state facilities. This position will provide general Art in Public Places Program support by:
• Working with the Director of Art in Public Places and the Director of Visual and Public Art to coordinate and organize meetings across the state
• Distributing information to the public on the Art in Public Places program and State-owned art collections to include the Oklahoma Public Art Collection, State Art Collection, and Capitol Art Collection
• Organizing and overseeing the Art in Public Places and Visual Arts contact management database to ensure contacts with artists, agencies, municipalities, tribes, nonprofit organizations, and other community resources and individuals are accurate and up to date
• Coordinating and scheduling committee meetings
• Providing administrative support during committee meetings, which may include taking notes, compiling data, advancing slides, or providing support to committee members as needed
• Securing and processing all necessary paperwork from committee members
• Assisting with the development and implementation of Art in Public Places program initiatives, which include but are not limited to community engagement activities, educational workshops and lesson plans, public art convenings, and artwork dedications and celebrations
• Providing administrative support to Visual and Public Art staff including drafting and preparing contracts, letters, forms, reports, and other documents, as well as monitoring and maintaining electronic and paper files and records for documents, materials, and supplies
• Identifying and cataloging electronic and hard copy materials essential to State-owned art collections
• Assisting in the management of internal electronic and physical files and records as related to the Art in Public Places program
• Preparing paperwork and room setup for virtual and in-person committee meetings
• Procuring statements and images of artists and their experiences to share via OAC communications platforms and Art in Public Places reports
• Proofing written copy of text to be used for annual reports, newsletters, and other reports as needed
• Participating in research to support Visual and Public Art policies and procedures
• Meeting with Director of Art in Public Places and the Director of Visual and Public Art to discuss current projects, prioritize tasks, and assess progress on tasks and goals
• Attending, supporting, and participating in various OAC programs, as assigned
Art Selection Support
• Respond to questions from potential and current artist applicants and agency contacts as needed
• Assist in administering the artist selection process
• Process and prepare application materials
• Provide technical assistance to artists and applicants regarding Requests for

Qualifications, application requirements, application submissions, and proposal presentation requirements
• Manage application submissions system and confirmation procedures
• Provide administrative support in drafting and distributing notification letters to artists

Financial System Support
• Obtain and submit all vendor paperwork required for public art projects
• Create purchase requests for payment approval
• Ensure that all artists and contractors are paid promptly
• Create and submit invoices to project agencies
• Provide technical support to artists and contractors regarding payment status
• Periodically review projects to ensure invoices and payments are processing
• Coordinate artist travel requests and claims
• Follow up with artists and contractors to ensure payments are received

Collection Support
• Complete and maintain conservation records and the collection database, including photo documentation
• Document the public art collection
• Assist with maintenance of the database for the Oklahoma Public Art Collection, which includes digital images that can be made available to the public
• Research questions that affect the conservation of the Oklahoma Public Art Collection, including the development and maintenance of a conservation library and conservation reference files

Other: Travel to occasional meetings or events required. Attendance may be required at occasional evening or weekend meetings or events. Any additional duties as determined by the Director of Visual and Public Art.

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. 

MINIMUM QUALIFICATIONS

Successful candidates will:
• Possess strong written, oral communications, and interpersonal skills to work with high level public and private sector officials
• Be able to handle multiple concurrent and high priority tasks
• 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
• Be adept at interacting with people of various social, cultural, economic, and educational backgrounds, embracing diversity and inclusion
• Demonstrate excellent planning and organizational skills
• Meet deadlines consistently
• Take a proactive approach and work independently
• 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 public art

Qualifications
• Graduation from an accredited four-year college or university with a degree in in visual arts, museum studies, art history, architecture, urban design or other arts-related field
• Basic financial record keeping experience preferred
• Skilled with public art and/or collections management systems and computer software programs, including the Microsoft Office 365 Suite (Outlook, OneDrive, Word, Excel, PowerPoint, OneNote, and SharePoint), database technologies, and mobile computing, among others
• FileMaker Pro or equivalent database knowledge 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 to lift and carry up to 40 pounds


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View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.