Facilities Hospitality Coordinator
Position Title: Facilities Hospitality Coordinator
Supervisor: Director of Operations
(37.5 hours/week) 8:00am – 4:00pm Monday to Friday. On-call overnight emergency contact on Saturday and Sunday or as scheduled.
Caldera Arts Center, 31500 Blue Lake Dr, Sisters, OR 97759. We prefer that the person in this position live on-site in Caldera-provided housing, though this is not a requirement. During on-call hours, the person in this position must be onsite with the exception of short periods within one hour of the Arts Center.
Compensation & Status:
$22-$23/hour, non-exempt. Benefits include: paid time off, health, dental, and vision insurance (95% employer paid for employee, 15% employer paid for dependents), 403(b) retirement matching, flexible spending account (with employer contribution), long-term disability, short-term disability, life insurance, paid parental leave, and partial relocation reimbursement if applicable.
Optional on-site housing: 2BR/1BA cottage, large garage, utilities included.
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.
Caldera has a $2.2M budget, a 15-member board, 18 full-time year-round employees, and a range of seasonally contracted artists and staff. Its administrative office is located in Portland, Oregon, and its Arts Center is located outside of Sisters in Central Oregon.
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.
This position provides administrative and logistics support to Caldera’s Facilities, AiR (Artist in Residence), and rentals. It is based at our Arts Center, on Blue Lake, near Sisters, Oregon. Occasional trips to Caldera’s Portland Office and collaboration with Caldera staff throughout Oregon may be required. Shared accommodations are available on-site for the work week, and as needed for on-call nights in Tamarack Hall (private room, shared bathroom, kitchenette and common areas.)
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 and remote Arts Center environment. Eligible candidates must have at least 2 years experience working with diverse groups in a resort, retreat or camp environment, as well as comfortable multitasking and working with a facilities team, 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.
Facilities (Percentage 24%)
- Assist facilities preparations before, during, and after programming, including resetting and maintaining spaces (cabins/Tamarack Hall, Hearth, Studios, etc.), restocking firewood, emptying compost buckets, collecting and putting away laundry, taking out trash and recycling, cleaning and sanitizing as needed
- Communicate and check in on pre arrival information and check out procedures with guests.
- Coordinate cleaning and laundry schedules and services.
- Ensure facilities are stocked properly with supplies.
- Participate in Facilities team projects, such as tipi set up/breakdown, snow removal, seasonal tree work, etc.)
- When needed, assist teammates in maintaining Caldera’s physical facilities and land to support Caldera’s program needs, renters’ needs, and to meet government standards, such as carrying out daily facilities and land inspections and simple maintenance tasks and repairs
- Support preparation for and execution of events at the Arts Center.
- Contribute to on-call coverage, including 2-3 nights/week
- Respond to on-call requests received during scheduled on-call hours. During on-call hours, the person in this position must be onsite with the exception of short periods within one hour of the Arts Center.
Guest Coordination (Percentage 50%)
- Schedule and oversee work performed by laundry and cleaning vendors.
- Conduct safety orientations and tours for guests.
- Communicate with guests about their visit, directions, weather, other site visitors during their stay (ie vendors), mail, etc.
- Provide on-site support for the Artist in Residence program, including A/V system support, organizing community dinners and AiR Share, maintaining and stocking the General Store, coordinating in town grocery runs, receiving and posting mail, etc.
- Pick up artists from Sisters Shuttle stop or Redmond airport when needed.
- Check and respond to AiR Artist Needs requests daily
- Contribute to on-call coverage, including 2-3 nights/week.
- Support preparation for and execution of events at the Arts Center (ie Hearth Fest, donor events, etc.)
Operations Admin (Percentage 24%)
- Serve as the front of house for the Arts Center, Monday – Friday to receive packages, direct vendors and other visitors
- Serve as point person for office manager duties for the Arts Center offices, including processing mail and checks, answering phone calls and taking messages, organizing office layout and ordering stationary and equipment, maintaining office condition and notifying Facilities for repairs, coordinating with IT department on office equipment
- Administratively support the facilities team and the Director of Operations
- Assist with maintaining Google Calendars and Arts Center Google Drive folder
- Assist with management of contracts and price negotiations with vendors and service providers
- Assist with documenting permits and record keeping
- Assist with product and supplier research
- Assist with gathering vendor and guest paperwork, including W9s, Release Forms, etc.
- Assist with timely payment of invoices
- Work with Director of Operations to keep office and administrative protocols up to date
- Serve as the liaison between Facilities and the Arts Center Program Manager
- 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
- 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 information and input as requested to the Director of Operations, staff leadership, and board leadership to support decision-making and Caldera’s strategic goals.
Security and Safety (1%)
- Contribute to securing site assets and maintaining site security. Respond to safety or security concerns from staff, guests, or others onsite.
- Understand and follow safety and security policies and procedures.
Racial Equity Work (1%)
- Participate in equity-focused staff meetings, retreats, and committees
- Support Caldera’s annual equity plans in their creation and implementation by giving feedback, serving on the Equity Team, and/or participating in activities
- Strong attention to detail and highly organized
- Skill in keeping precise records and logistical coordination
- Ability to maintain confidentiality
- Must be proficient in word processing, spreadsheets, and database software and Google Apps (G-Suite)
- Must be able to sit, stand, stoop, kneel, use arms and legs, and work on a computer and use phones for long periods of time
- Able to regularly lift and/or move equipment and supplies weighing 20+ pounds
- Ability to act as on-call overnight emergency contact as scheduled. During on-call hours, the person in this position must be onsite with the exception of short periods within one hour of the Arts Center
- Ability to build relationships with youth, families, artists, retreats and rental guests
- 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
- 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
- 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 and driving record check (Caldera considers systemic injustices when investigating findings)
- Passion for Caldera’s mission, cultural and environmental justice, and racial equity
- Ability to travel to Portland metro area 1-2 times/year
- Nonprofit experience
- Familiarity with commercial A/V systems
- Previous hospitality experience, including food and beverage
- Previous experience working with artists in a studio or performing arts venue
- Previous outdoor recreation or adventure tourism experience
Online applications due by Tuesday, June 7 by 5pm.
Job Categories: Arts and Culture. Job Types: Full-Time. Job Tags: administration, arts center, coordinator, and non-profit. States: Oregon.
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