Position: Program Administrator
Reports to: Senior Programmer
Classification: Full Time
The Chicago Humanities Festival is a non-profit cultural organization that connects people and ideas to cultivate a more informed, inspired, empathetic, and participatory society. For more than 30 years, we’ve presented dynamic and thoughtful conversations, performances, and events all around Chicago with hundreds of cultural, civic, community, and educational partners. In 2022, we are producing in-person festivals in spring (May) and fall (September–November). This is a flexible hybrid office + remote role; some evening and weekend availability required during festival seasons. More information at chicagohumanities.org
POSITION DESCRIPTION and RESPONSIBILITIES
The Program Administrator is a detail-oriented individual who works closely with the Programming department to:
- Supports the Artistic Director as it relates to CHF board committees and meetings.
- Supports the Programming Team by managing all administrative tasks and processes within and across CHF teams.
- Participate in relevant programming and organization-wide meetings to contribute, take notes, and track any follow-up items.
- Manage department calendar and meetings.
- Manage, organize and update relevant databases including pitches, programs, presenter demographics, subject diversity, partner organizations, book sales and signings, budgets, logistics, student registration, and other information as needed.
- Lead in generating, issuing, and tracking edits to contracts in relevant databases along with other important documents.
- Manage and process reimbursement checks and honoraria for presenters and presenter hosts, as contracted.
- Assist with onboarding new team members into organizational systems such as Airtable, Asana, Slack, and Google Drive.
- Assist with all presenter logistics and event itineraries, including travel, hotel accommodations, ground transportation, riders, and other amenities.
- Draft program introduction scripts for Programming Team and Executive Director along with event partners as needed.
- Serve as a point of contact, either primary or secondary, for presenters and partners on-site for in-person events.
- Prepare and collate materials related to Programming Committee meetings and the Programming Team’s contribution to full board meetings.
- Attend and take minutes at all Programming Committee meetings.
- A minimum of 1 year’s experience working in program coordination and administration.
- Highly organized with a proven track record in project management.
- A professional demeanor and excellent written and verbal communication skills.
- Desire to establish strong working relationships and work effectively with others inside and outside the organization.
- Able to multi-task with several projects simultaneously in a fast-paced, mission-driven, collaborative environment.
- High energy, positive personality, flexibility, resourcefulness, and assertiveness in problem solving.
- Solid computer, data entry, and database management experience (Google Suite, Airtable, Asana).
- Proficiency on both Macintosh and PC computers environments.
COMPENSATION AND BENEFITS:
This is a full-time position with a starting salary of $42,000. Benefits include 100% health coverage (general, dental, vision), 403b, life insurance, short and long-term disability, parental leave, a commuter spending plan, as well as accrued time paid time off at the rate of 17 days for this fiscal year. The Festival is also closed for 10 observed holidays and allows for 1 floating religious holiday, in addition to winter break (December 25 through New Year’s Day) as time off.
WORK LOCATION AND COVID – 19 POLICES:
We work in a hybrid model with two days in office and other days worked remotely. While working remotely, you will have access to a laptop computer and a $25 per pay period ($50/month) stipend to offset home internet and personal phone expenses.
As part of our commitment to providing a healthy and safe workplace, CHF is requiring employees to provide proof that they are vaccinated against COVID-19 within the first week of employment. If a vaccination is not possible, a request for a medical or religious exemption can be made with Human Resources.
COMMITMENT TO DIVERSITY, EQUITY, ACCESSIBILITY, AND INCLUSION:
The Festival is committed to providing a diverse, equitable and inclusive workplace, where all employees and volunteers, whatever their gender, race, religion, ethnicity, national origin, age, sexual orientation or identity, education or disability, feels valued and respected. We are committed to a nondiscriminatory approach and provide equal opportunity for employment and advancement in all of our departments, programs, and policies. We respect and value diverse life experiences and heritages and ensure that all voices are valued and heard.
HOW TO APPLY:
Interested candidates should submit a cover letter, resume, and three references via email to email@example.com by July 15, 2022.
Please format subject lines as follows: 2022 Program Administrator: [Your Name]. Please know that we won’t consider incomplete materials or those received through a different channel.
Candidates who are selected for an interview will be notified via email. No phone calls, please. We look forward to reviewing your materials. Thank you!
The Chicago Humanities Festival is an Equal Opportunity Employer