The Creative Forces Project Coordinator provides administrative and operational support for the nationwide expansion of the Creative Forces: NEA Military Healing Arts Network project. Creative Forces is intended to support creative art therapies and arts engagement activities to help the nation’s wounded, ill, and injured service members and their families.
Americans for the Arts works in close collaboration with the National Endowment for the Arts, and The Writers Center, which is serving as the administrator for the development of the Creative Forces Resource Center and related activities. Funding for Creative Forces is provided by the National Endowment for the Arts (NEA) in Cooperative Agreements to Americans for the Arts and The Writers Center respectively.
The Project Coordinator will provide administrative support to a leadership team responsible for driving Creative Force’s work forward—including maintaining day-to-day communications, day-to-day administration, monitoring contracts and expenses, tracking and reporting, and related data functions.
The Creative Forces Project Coordinator should possess strong organizational and communication skills, advanced knowledge of effective office systems, database management, and demonstrate exceptional attention to detail and ability to multifunction at a high degree of efficiency. The Project Coordinator should have an eagerness to learn, a high degree of skill and comfort in working with internal and external partners, be capable of working both independently and as part of a team, and have an enthusiasm for the arts. The Project Coordinator requires the highest degree of professionalism, poise and ability to treat sensitive materials confidentially. This position will at times be required to interact with high level officials at the Department of Defense and Veterans Affairs, as well as active duty military bases and VA healthcare facilities. Ability to engage in appropriate protocol during communications and all interactions with these agencies and their populations is essential. Retired military service members, Veterans, and military family members, as well as civilians with knowledge of this population, e.g. employees of defense and veteran agencies and/or service organizations, will be given special consideration.
The position also works closely with the Creative Forces Community Engagement Manager, as well as external project partners and consultants.
PLEASE NOTE: THIS IS FULL TIME 10 MONTH POSITION TO LAST FROM MARCH 2017 TO DECEMBER 2017. This position can be based on our Washington, DC office or the New York City Office.
KEY DUTIES AND RESPONSIBILITIES
Responsibilities include, but are not limited to:
• Provide ongoing communications support for Creative Forces Leadership Team,
• Schedule planning meetings; collect, disseminate and archive agendas and reports; maintain records of conversations and outcomes; distribute summaries and minutes as required specific to project record-keeping requirements;
• Monitor Creative Forces project timelines and deliverables; revise and update workplans; provide reports upon request;
• Maintain overall database of all contractors, partners, community arts leaders (state and local) engaged in all aspects of the Creative Forces project work;
• Serve as internal liaison to other AFTA Departments involved in administering the Creative Forces project;
• Respond to general questions and provide information about Creative Forces on an ongoing basis;
• Work with AFTA Finance and Human Resources Departments to process Creative Forces contractor payments and expense reimbursements, and to ensure appropriate documentation is on file in accordance with Cooperative Agreement requirements.
Data collection, analysis, and reporting:
• Work with Senior Director of Arts Policy to establish timelines and workplans to ensure all partners and contractors are aware of targets and indicators for various components of the Creative Forces Clinical, Community Engagement and Capacity areas of work;
• Monitor and update timelines and activities, and collect data on program outcomes; develop reports for internal and external use;
• Maintain regularly updated, detailed and accurate records of all activities carried out under the Creative Forces Cooperative Agreement to date. This should include: Number of activities completed and scheduled; payments made to consultants to date; other expenses incurred, etc.
• Support efforts to communicate the objectives of Creative Forces to the community and potential partners, including sharing Fact Sheets, links or other collateral;
• Facilitate ongoing communication between Creative Forces partners by organizing video or tele-conference calls, in-person meetings, or coordinating regular email updates to ensure alignment of activity;
• Creating or managing creation of summary reports of Creative Forces progress for internal and external audiences, and in cooperation with the Creative Forces National Resource Center;
• The following duties may be done in coordination with AFTA Marketing/Communications and Web/Tech teams and Project Director:
o Distributing communications materials as Creative Forces evolves, potentially including summary documents, brochures, FAQs, and other items;
o Assisting with implementing web and social media strategy.