19 Mar 2018

Full-Time Job Consulting & Creative Services Coordinator

Forecast Public Art (Job Poster)Saint Paul, Minnesota, United States

NOTE: This job listing has expired and may no longer be relevant!

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Forecast Public Art - job posting

Job Description

Who we are:

Forecast fosters dynamic, inclusive and resilient communities through public art, community-engaged design and transformative placemaking. We improve our collective life through a unique combination of responsive consulting services, support for public artists, and abundant resources on current issues and trends. Forecast is a nonprofit 501(c)(3) organization.

Who you are:

You are interested in and connected to our mission. You’re often told by coworkers that they know something will get done if it gets passed to you. You have experience coming into a demanding environment, jumping in and helping to put processes in place that make an improvement on what has been built, while being respectful of the work that has come before. You have a memory for dates and people and plans and direction, so much so that you often get turned to when coworkers can’t even remember what they personally have said. You relish making sense of things, executing logistics and anticipating problems and fixing them. You have had the neatest desk in your office, consider yourself a trustworthy office support system guru and like when one day is not like another. You’re good at keeping information confidential—until it isn’t. If you are organized, not easy to overwhelm, and you have a positive attitude that makes people want to be your teammate, we are looking forward to meeting you!

What you’ll be doing:

Contract management:
– Coordinate with finance staff to design, set up and manage repeatable internal project systems
– Identify the coordinator-partner on the other end to set up each client, project and relationship in the new system
– Become the point-of-contact for ops, logistics and contract negotiation
– Prepare contracts and coordinate negotiation and execution with all the contact information needed to smoothly move contracts to completion
– Identify and communicate any potential timing issues, hiccups or missed opportunities in contracts prior to final delivery of signed copies
– Manage invoices, track and ensure smooth and timely payments

Coordination:
– Prepare for consulting visits by communicating with the client, finding the coordinator-partner on the other end if there is one, organizing travel logistics, keeping records of travel preferences of key people, anticipating and troubleshooting issues and securing and providing necessary travel, reservation, connection and transportation documentation and client portfolios
– Manage calendar for travel, meetings, and conference calls, with a continuous improvement mindset
– Research and communicate options for airline/hotel/car and other loyalty & nonprofit programs, so opportunities are not missed
– Event planning and coordinate of local forums, including managing invitations & participant records and follow-up if appropriate

Inquiries:
– Respond to incoming inquiries via phone and email
– Track all incoming inquiries and direct appropriately
– Have a continuous improvement mindset that helps build FAQs, identify system faults, and maintain our friendly, helpful culture

Data management:
– Capture and update project and client contact information
– Maintain physical and digital files of contract, reports, research and deliverables
– Create and maintain project database workflow and update regularly and communicate business insights and dependencies as needed

Content creation:
– Coordinate with communications staff for consistent branding and messaging
– Create brand-appropriate presentation visuals in PowerPoint
– Assemble reports and other deliverables
– Assist with preparing timely and complete submissions to RFPs, RFQs and foundation applications
– Take minutes of consulting team meetings and other consulting discussions, distribute as directed and archive
– Research and lead art market studies and communicate findings
– Record consulting benchmarks for annual reporting

We think it’s important that you have the following skills:

– Excellent and confident communication — written, in person, on the phone, and via web conferencing. Fluency in languages outside English is a plus.
– Savvy on the computer — including Microsoft Office, Google Drive, and PowerPoint. Familiarity with Adobe Suite, Quickbooks, Sales Force and TimeSheets is a plus.
– Comfortable with contract documents — ability to learn, read and interpret complex documents and explain in layman’s terms
– Good with math — strong ability to calculate figures and amounts
– Professionalism — a punctual, quick-learning self-starter who works well in a fast-paced environment and is customer service oriented
– Independent worker — one who is detail oriented and able to prioritize and self-manage
– Highly self-motivated, achievement-oriented, with the ability to work individually and in teams
– Positive, open-minded attitude — we enjoy working across regions and cultures and hope you do too
– Strong problem-solving skills — asks questions to discover information and underlying issues, then rolls up sleeves and get things done
– Interest in streamlining and improving what we do, caring about and for our mission, and being a part of taking it to the next level

Education & Experience:

– High School Diploma or GED
– A relevant professional certificate or college degree
– At least 3 years in a similar setting, being successful doing similar things

How to apply:

To apply, email your resume and cover letter to:

jobs@forecastpublicart.org

Forecast is an Equal Opportunity Employer.

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• Job Title: Consulting & Creative Services Coordinator
• Job Type: Full-Time Job
• Employer: Forecast Public Art
• website: forecastpublicart.org
• Location: Saint Paul, Minnesota, United States

Job Categories: Arts and Culture. Job Types: Full-Time. Job Tags: administrator, arts, and coordinator. Location: Minnesota.

 

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