Programs Coordinator

Caldera - Portland, Oregon

Job Category: Programs

Job Type: Paid

Job Term: Full Time

Compensation: $42640

Application Deadline: March 08, 2021

About Our Organization

At Caldera, we believe in the power of creativity. Caldera Arts is a catalyst for the transformation of youth from underserved communities through innovative, year round art and environmental programs. Our Youth Program provides students from Portland and Central Oregon with long-term mentoring and summer camp experience that nurture individual creativity, beginning in sixth grade and continuing into young adulthood. Caldera weaves the arts, nature, and personal expression into powerful work that ignites self-expression and allows young people to be creative change agents in their lives and communities. Through our Residency Program, Caldera supports artists, creatives, and cultural workers to work on projects and to build skills and relationships that inspire growth, abolish oppression, and activate change.


Equity & Inclusion

We recognize that Caldera communities face many societal inequities. We recognize the history and ongoing impacts of racism in our country, state, and institutions. We acknowledge that we will always have room to grow as an organization and as individuals in our understanding of racism and oppression.

We commit to continually examining our role in both perpetuating and combating institutional racism. We also commit to ongoing alignment of our policies and practices to advance racial equity, inclusion, and freedom of expression.

We commit to integrating equity and inclusion into all areas of our work to better serve our mission; when we do, we get closer to the world that we want for our youth. To ensure our own accountability, we will 1) seek deeper relationships with and feedback from our larger community; 2) use our Equity Plan to guide ongoing work; and 3) apply our Equity Lens to decision-making. We will also seek inspiration from artistic and cultural traditions.

Caldera is an equal opportunity employer encouraging applicants of all backgrounds and does not discriminate on the basis of race, color, religion (creed), gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations.

We encourage people of color and Caldera community members to apply.

Job Summary

Position Title: Programs Coordinator

Supervisor: Youth Program Director

Schedule:  Full-Time at 37.5 hours/week. Flexible schedule Monday-Friday with occasional weekends and overnights. Summer programming will involve work at our residential summer camp at our Arts Center outside of Sisters, OR

Compensation & Status:  $21.87/hr, non-exempt. Benefits include: generous paid time off, health, dental, vision, 403(b) retirement matching, flexible spending account, long-term disability, short-term disability, life insurance, and partial relocation reimbursement (if applicable).

Teleworking and COVID-19 related information: For the duration of Oregon’s Stay-Home Order, this position will work remotely with Caldera provided laptop and charger. We will reimburse a portion of employee’s telecommunication costs during this period. Additional reimbursement may be available for other teleworking needs. Interviews for this position will be held over Zoom.


Position Summary:

This position provides administrative and logistics support to Caldera’s Youth and Residency Programs and is based in our Portland office. Trips to Caldera’s site in Central Oregon and collaboration with Caldera staff throughout Oregon are required.

The ideal candidate for this position is a flexible, detail-oriented, self-motivated problem-solver with excellent customer service skills. Successful candidates will equally enjoy organizing systems and working with diverse populations in a complex, dynamic office environment. Eligible candidates must have at least 2 years experience working with diverse groups in an office setting, as well as comfort multitasking and working with artists, teenagers and their families. The responsibilities of this position require working on a computer, communicating over the phone, and videoconferencing. Reasonable accommodations will be made upon request.




Specific Responsibilities:

Develop Systems and Tools to Meet Program Needs (25%)

  • Support Caldera mentors and instructors with logistics such as supply ordering, arranging lodging, etc.
  • Input and maintain student profiles and enrollment in Apricot database, track contact and other information for artists in residence
  • Manage program data, generate program reports and contact lists
  • Send and receive agreements, W-9 forms, and other paperwork for artists in residence
  • Manage program communications, documents, and printed materials (student paperwork, staff handbook, etc.); establish needs and deadlines and coordinate the creation of printed materials
  • Distribute and record program evaluations
  • Assist in the annual hiring process for summer camp by updating and sending out job descriptions; manage online application platform
  • Assist with Summer Food Service Program (SFSP) for camp by submitting forms and reports and communicating with families to submit paperwork
  • Manage program media and organize for public use
  • Create and prepare documents to aid in organization, such as scoring rubrics for panelists, staff sign-in sheets, etc.
  • Generate check requests for contractors, vendors, and artists in accordance with financial policies
  • Maintain program calendar and support scheduling as needed
  • Manage equipment and supply inventory and run technology updates at least quarterly

Communicate with Caldera’s Youth and Families (25%)

  • Prepare, distribute, and collect all youth program enrollment paperwork and track rsvps and attendance
  • Distribute and collect all Camp Caldera paperwork, call families to ensure completed submissions
  • Field inquiries from students, parents, and guardians, and communicate when programs are full
  • Support mentors with student recruitment as needed
  • Plan and facilitate activities at youth events as needed

Coordinate Events and Logistics (25%)

  • Manage logistics (ordering food, supply set up, tracking rsvps, etc.) for programming, and support mentors, artists, and staff with residencies, intensives, camp, and other program events
  • Manage relationships with bus rental company and ensure timely reservation and arrival of transportation for all programs
  • Foster and maintain relationships with community partners
  • Order art supplies and other materials for events in accordance with financial policies

Additional Administrative & Organizational Duties (20%)

  • Participate in staff and departmental meetings and retreats
  • Reply to all emails, phone calls, and other inquiries within 48 business hours
  • Participate in ongoing learning and professional development
  • Collaborate with Development & Communications team to provide reporting information, partner on at least one project annually, and submit at least two blog/newsletter/social posts each year
  • Welcome and host other staff and supporters at youth events
  • Work collaboratively and interdepartmentally to problem-solve and achieve personal, departmental, and organizational goals
  • Take responsibility for upholding and practicing Caldera’s organizational Agreements and work to establish a cohesive team environment that honors the contributions of all staff members
  • Attend organizational events such as fundraisers and public programs
  • Provide general office support such as greeting office visitors or processing mail and checks as needed

Racial Equity Work (5%)

  • Participate in equity-focused staff meetings and share facilitation as requested
  • Serve on committees (equity, fundraising, etc.) with the goal of promoting and operationalizing equity
  • Support Caldera’s annual equity plans in their creation and implementation by giving feedback, serving on the Equity Team, and/or carrying forth activities

Job Qualifications & Requirements

Measurements of Success

(this list is not comprehensive and is intended to pay special attention to):

  • Program data is accurate, organized, and timely
  • Logistical functions are clear and streamlined
  • Progress in employee learning goals outlined each year

Required Qualifications:

  • Ability to build relationships with youth, families, partners, supporters, and colleagues
  • Ability to effectively communicate with different audiences (youth, staff, community partners, etc)
  • Ability to “manage up” by anticipating needs and barriers and keeping staff on track
  • Ability to travel and transport supplies to different program locations, and to Central Oregon 8-10 times/year for stays up to three days at a time (mileage reimbursements, carpools, ride shares, or car rentals may be provided where necessary)
  • Strong attention to detail and highly organized
  • Skill in keeping precise records and ability to maintain confidentiality
  • Willingness to engage in ongoing racial equity work
  • Ability to work as part of a team and support cohesion with staff in different locations
  • Positive, flexible, active problem-solver
  • Ability to work a sometimes flexible schedule, including 5-8 weekends/year and occasional evenings
  • Strong belief in the importance of art and environmental education and its role in social change
  • Commitment to ongoing learning with a curious, solution-seeking mindset
  • Must pass a background check (Caldera considers systemic injustices when investigating findings)

Preferred Qualifications:

  • Prior experience working with a youth or arts organization
  • Familiarity and practice with anti-oppression frameworks
  • Proficiency with Microsoft operating systems and Google Suite
  • Experience with database systems and design programs
  • Familiarity with Apricot database
  • Conversational fluency in Spanish
  • Access to a vehicle and valid driver’s license

How to Apply

To Apply

Please send a cover letter, resume, and anything else you’d like to share with us to by March 8, 2021 at 5 pm.

In your materials we want to hear about your interest in and qualifications for this position, including passion for our mission, interest in the job duties, and willingness to engage in ongoing racial equity work.