Position Description

The City of Tacoma is seeking a collaborative and detail-oriented individual for the position of Tacoma Creates Program Assistant. This is an opportunity to be part of a dynamic team and provide critical administrative support for the first-of-its-kind cultural funding program in Washington State. The Tacoma Creates program is within the Arts & Cultural Vitality Division of the City’s Community and Economic Development Department.

Position Overview

The Tacoma Creates Program Assistant will assist with a range of administrative functions that support the day-to-day management of cultural funding contracts and related programming that support Tacoma’s vibrant cultural sector.

Core responsibilities will include: detailed screening, review, and tracking of applications and reports; logistics support for workshops, meetings, and capacity building opportunities; communications efforts including website management as well as email and phone communications with internal and external stakeholders; providing excellent customer service for cultural organizations and community partners, and participating as a collaborative administrative team member with an eye towards continuous process improvement.

The person in this role will have strong data and project management skills, which are essential for tasks related to contract compliance, creating and managing registration processes, and tracking overlapping processes and deadlines. This position will provide support in the planning, coordination, and production of Tacoma Creates meetings, public events, workshops, focus groups, and presentations. This includes assisting with the coordination of Tacoma Creates application review panels, ensuring smooth processing of applications and preparation of materials. This person in this role will develop and/or improve administrative tools, such as checklists and documentation of procedures, to streamline processes within Tacoma Creates.

The Tacoma Creates Program Assistant will develop and implement public-facing communications, encompassing social media, websites, newsletters, and traditional media. They will be work on maintaining, updating, and disseminating information related to Tacoma Creates programming, general opportunities, and cross-promotion of related programs and opportunities across various communication channels of the Arts & Cultural Vitality Division and the City of Tacoma.

The ideal candidate is…

Someone with strong administrative and communication skills who is passionate about the cultural sector and its importance in Tacoma. A super-organized person who likes working with logistical details and data, and who values accuracy and accountability. Someone who will enjoy working closely with a small and dynamic team, doing the back-end work that supports strong programming in the community. A person who is committed to equity and access, and who brings critical thinking and creativity to their work. Someone who is excited about developing compelling communications to demonstrate the opportunities and impacts of Tacoma Creates.

About Tacoma Creates: Tacoma Creates is a community-supported initiative of the City of Tacoma that increases access to arts, culture, heritage, and science experiences throughout Tacoma by reducing barriers to access and expanding offerings, particularly for underserved youth. Tacoma Creates was established to expand equity and access to Tacoma's arts, culture, heritage, and science programs. Find out more about Tacoma Creates at www.tacomacreates.org.

Key Responsibilities

Administrative Support: Assist in the daily duties of administering and monitoring the Tacoma Creates program, including communications, data entry and data management, document preparation, and logistics support for meetings and events.
Contract Management Assistance: Support the administration and monitoring of contracts to cultural organizations by assisting with screening applications and reviewing reports to ensure compliance with program policies and accountability for public funding.
Communications Support: Maintain, update, and disseminate information related to opportunities presented by Tacoma Creates and programming supported by Tacoma Creates, through maintaining and updating the Tacoma Creates website, developing content for social media, newsletter, emails, listservs, and other communication channels. Support funded organizations in promoting their work through Events Calendar submissions, banners/signage, etc.
Stakeholder Engagement: Engage with cultural organizations and community partners to provide information on available resources for the cultural sector.
Logistics Support: Assistant in the planning, coordination, and production of occasional workshops, meetings, and presentations including implementation of technical needs, venue set-up, supplies management, and detailed note-taking.
Collaboration: Work closely with city colleagues and external partners to support and facilitate Tacoma Creates efforts.

Benefits

The City of Tacoma provides excellent medical, dental and vision benefits for the whole family; paid holidays and personal time off; participation in Tacoma Public Employees' Retirement System and a growing variety of City-sponsored health and wellness opportunities. For more information on the City of Tacoma's benefit package, feel free to explore City of Tacoma Benefits.

City of Tacoma Commitment to Diversity and InclusionWe actively work to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences, because we know that Tacoma's diversity is its greatest asset. Tacoma embraces its multi-cultural and multi-ethnic character. Communities of color and immigrant communities are fundamental to Tacoma's entrepreneurial spirit, workforce, and long-term success. In Tacoma, equity and empowerment are top priorities, meaning that all Tacoma residents must have equitable opportunities to reach their full potential and share in the benefits of community progress. One of our most important goals is for the City of Tacoma workforce to reflect the community it serves, and this goal is in service of our greater vision for Tacoma to be an inclusive and equitable place to live, work, and play.

Qualifications

Minimum Education*

Bachelor's degree in the arts, culture, or public administration or other fields related to the division

Minimum Experience*

1 year professional experience in cultural program coordination, administrative assistance, office support or related work

Equivalency: 1 year of experience = 1 year of education

Licensing, Certifications And Other Requirements

Washington State Driver's License

Work Hours: This position will have a mix of in-office and remote work days. Currently Tacoma Creates staff work 3 days/week in the office and 2 days/week are work-from-home; this is subject to change. Occasional evenings and weekends are required.

Desired Qualifications

Background in arts, culture, heritage, and/or science
Minimum of one year of full-time administrative experience in a non-profit or public sector organization
Experience with contract management and reporting
Experience with website development and management, social media management, and designing public-facing communications, including basic graphic design
Experience with community engagement
Excellent organization skills
Excellent communication skills, both oral and written
Ability to manage multiple projects simultaneously in a high pressure environment
Knowledge of the Tacoma community, especially related to arts, culture, heritage, science, and education fields
Strong working knowledge of Word, Excel, PowerPoint, Outlook, and online programs
Experience working in and sustaining an equity-focused environment

Knowledge & Skills

Skills

Perform routine technical administrative assignments.
Communicate effectively - orally and in writing.
Assess and interpret content of report data; track and follow-up on findings.
Perform basic mathematical computations.
Operate modern office equipment including multi-line telephone systems, computer hardware and software, and internet and web-based applications.
Effectively manage multiple work assignments, set priorities and meet established deadlines.
Understand and carry out oral and written instructions.
Work independently and in a team-oriented environment.
Learn department/program policies, rules, regulations, procedures, and terminology.
Establish and maintain effective working relationships at all organizational levels, as well as with other agencies and the public.
Demonstrate and maintain a high degree of initiative, maturity, integrity, accountability and good judgment.

Competencies

Communicates clearly & collaborates effectively
Effectively conveys ideas and information that demonstrates subject area knowledge and uses language that is appropriate to both the complexity of the topic and the knowledge and understanding of the recipient(s) of the communication
Contributes to team efforts and develops work products in partnership with colleagues
Builds trust
Values diverse perspectives
Manages workload effectively & develops efficient work processes
Demonstrates accountability and consistent follow-through
Effectively organizes multiple assignments and competing priorities, with the ability to deliver work products that are accurate, thorough and on time
Demonstrate effective and efficient approaches to get things done, with a focus on continuous improvement
Manages ambiguity by operating effectively, even when things are not certain or the way forward is not clear

Selection Process & Supplemental Information

Eligible candidates must apply online before the closing date and meet the minimum qualifications to move forward in the examination process.

You will be required to respond to questions outlining your knowledge, skills and abilities necessary to perform the essential functions of this position. Applicants who meet the minimum qualifications will have their responses to the Supplemental Questions #4 - #9 scored as the Experience and Training Test. These questions will be scored on the basis of information provided.

Candidates who qualify for Veteran's Preference criteria must attach, at time of application, a copy of their DD-214, member copy 4 - Proof of Military Discharge Form (redacted birth date & SSN), to receive Veteran's percentage points.

Communication from the City of Tacoma

NOTE: For questions regarding this specific recruitment contact Kat Flores, HR Analyst.

Human Resources primarily communicates via email during the application process. Emails from cityoftacoma.org and/or governmentjobs.com must be placed on your safe domain list to ensure that you receive notifications in a timely manner. As a precaution, you may also want to check your junk email folders.

The online application system requires you to enter a substantial amount of information. Be prepared to spend at least an hour entering information. In order for your application materials to be considered, all information must be submitted by the closing date and time listed on this job announcement.

For assistance with the NEOGOV application process, questions regarding this job announcement, or if you are experiencing complications while applying, please contact the Human Resources office at 253-591-5400 by 4:00 pm of the closing date of the job announcement. This will allow time to assist you before the job announcement closes. (For technical difficulties using the NeoGov system, call the applicant support line at 1-855-524-5627 between 6:00 AM and 5:00 PM Pacific Time.)

The City of Tacoma is an Equal Opportunity Employer. All applicants meeting minimum qualifications will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status or genetic information.

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