Dear Friends and Colleagues of Civitella,
We are sad to announce that Kate Davis will be leaving her position at Civitella and we are now beginning to seek her successor. Please help us by circulating the below job description to anyone you think may be interested. The job is three days per week with a full time generous benefits package.
I see the job as advanced entry level but with a great deal of responsibility. It's a creative post with a wide variety of ever changing assignments. Technology know-how is key, excellent organizational skills, too, and an ability to deal with a world-wide base of Fellows and contacts. Communication with the Italy office is a key component of the job.
The deadline for applications is September 11 but candidates are encouraged to send in their cover letter, resume, and the names and phone numbers of two references earlier if possible to civitella@civitella.org. Skype interviews will be held with finalists the week of September 25. In-person interviews will be held October 10, 11, and 12 in New York City. The start date is November 1.
Many thanks for helping us find the perfect candidate!
Dana
Civitella Ranieri Foundation
Program Coordinator, NY Job Description
Overview:
This role reports to the Executive Director and works closely with the Senior Program Associate. The position coordinates scheduling, travel arrangements, and communications for Fellows to arrive to our center in Italy. The individual is responsible for working regularly with the Italy office; assisting the Executive Director; updating the Foundation’s website, social media, databases, and mailing lists; designing advertisements; managing the New York office; providing technical assistance; and organizing events.
Requirements
The individual should possess great organizational skills, be resourceful, and be able to prioritize tasks. (S)he must be computer proficient and have experience with Microsoft programs, Adobe design software, and Wordpress.
Flexibility is important, as there are often events or gallery openings to attend outside of office hours.
The individual must have strong interpersonal skills to work well in a small office and represent the Foundation along with the Senior Program Associate in New York when the Executive Director is not present.
Recommended
Communications between the New York and Italy offices are aided by Italian language skill. Familiarity with the Foundation is important.
Primary Duties:
Fellows
· Schedule Fellows with Executive Director and Senior Program Associate following each jury and maintain master schedule for two to three residency seasons
· Book economical round-trip travel for Fellows
· Communicate with Fellows about travel, schedule dates, questions and concerns
Communication with Italy Office
· Conference weekly with Program Coordinator about Fellows’ travel and programming
· Share documents across offices
Assist Executive Director
· Communicate regularly with Executive Director
· Work on special projects/requests
· Help with IT-related needs
· Facilitate Executive Director’s New York operations
Board
· Prepare Board meeting materials, working with the Executive Director and the Bookkeeper
· Communicate with Board Directors as needed
· Prepare space for Board meetings
· Book travel to Italy as needed
Website, Social Media, Ads
· Update website with events, news, images, and Fellows’ bios and photos
· Post regularly on Facebook and blog
· Create small Civitella ads for the Academy of American Poets
· Organize Italy photos on hard drives and Dropbox
Record Keeping and Mailings
· Maintain the Foundation’s database
· Compile Fellows’ bios prior to the start of each residency season and circulate among staff, Board, Fellows, and Director’s Guests
· Maintain mailing lists for all Civitella contacts and prepare email blasts for special events, fundraising, important news, etc.
· Record donations in the Foundation’s database and send formal letters of acknowledgement
· Reconcile donations with Bookkeeper each quarter
Office Management and IT
· Assist Senior Program Associate as needed
· Seek out and communicate with outside vendors for office as needed
· Communicate with co-op building management about news, improvements, and concerns
· Maintain office and kitchen supplies
· Provide technical support in the NY office; assist the Italy office as needed
Events and Meetings
· Arrange and host special events with the Senior Program Associate
· Host and/or attend 28 Hubert Street co-op meetings and respond to relevant emails
· Oversee April Annual Party in New York
· Book jurors’ travel when needed
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