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Job Title: Program and Event Project Coordinator

Organization:  The Loft Literary Center, Minneapolis

www.loft.org

The Loft Literary Center is one of the nation’s leading nonprofit literary centers, offering more than 300 creative writing classes a year for youth and adults in Open Book, community settings, and online. The Loft also supports writers and readers through grants, mentorships, writing studios, regular readings, a literary festival, a literary conference, and on its website through a wealth of resources about craft and the writing life.

The award-winning Loft is renowned for the quality of its programming and its service to the community. Loft staff members enjoy a flexible and enjoyable workplace, health and other benefits, and the company of dedicated and creative colleagues.

Position Purpose: The Program and Event Project Coordinator’s primary purpose is to support the Loft’s major events, Wordplay and Wordsmith, through timely and effective relationship-building, communications, logistical, planning, and administrative support to the program team. This position also works as the primary manager of Asana for artistic programming, helping ensure effective systems across all artistic offerings. This position is also responsible for building an effective volunteer program, and creating and implementing the systems document, steward and support it.

Compensation: This is an hourly, non-exempt position. Pay will be $18.75–$21.25/hr depending on level of experience.

Primary Activities/Accountabilities:

Volunteer Management

  • Build and grow Loft volunteer program; working with staff to create calendar, build systems for management and communication
  • Manage the Loft’s volunteer program across all programs; including recruitment, management, training, tracking, and thanking
  • Manage volunteer communication systems; including but not limited to Salesforce and Volunteerlocal

Event Support

  • Manage exhibitors for events; set budget goals, recruit, oversee, and track all exhibitors in partnership with director and logistics team
  • Administrative support for Wordplay and Wordsmith; maintaining accurate and complete records in Salesforce for visiting authors, presenters, exhibitors, volunteers, and contractors to include contracts, contacts, content, campaigns, and other information as needed
  • Assisting directors with all mailing and mass communication to conference attendees, authors, moderators, agents, and presenters for Wordsmith and Wordplay
  • Track travel and flight information for all visiting agents and authors both before and during events; to include itineraries, info sheets, and schedules
  • Assist program managers in travel, hotel, and hospitality needs for events
  • Oversee event interns when festival director is out of office
  • Logistical support for Wordplay and Wordsmith including tracking and addressing dietary preferences, accessibility needs, and other special requests of conference attendees, authors, agents, presenters, and moderators

Hospitality Management

  • Serve as main Loft point of contact for hospitality supplies and oversee supply budget; wine, beer, sodas, serving utensils, cups, plates, coffee making supplies, and other organization-wide event needs
  • General event support and execution for major Loft special events (member parties, Leadership luncheon, fundraising events, and others as assigned) including catering, rentals, and other specific needs as required

Project Management Systems

  • Ensure that programmatic processes and systems are catalogued in Asana
  • Assist Program Team in building and managing effective processes for cohesive and collaborative artistic programs

Other

  • Provide support for any Loft “all hands on deck events”
  • Other duties as assigned.

Job Requirements:

  • Proficiency with office software including spread-sheets, word processing, etc
  • At least one year working in a collaborative environment with responsibility for setting timelines and accomplishing or monitoring task assignments for more than one project at a time.
  • Project management/production management skills
  • Experience with data entry
  • Excellent writing and editing skills
  • A record of exceptional attention to detail
  • Exceptional customer service skills offered to a wide variety of constituents
  • Ability to be self-driven, work independently, but also work well in teams
  • A positive, forward-looking, and curious approach
  • Ability to be reasonably flexible with schedule as needed
  • Fearlessness with technology

The ideal candidate will also have:

  • Two or more years of project management experience as defined above
  • Experience with a sales or development database (such as Salesforce)
  • A sense of humor and an ease of communication
  • A love of literature and the Loft’s work

Hours: The position is full-time, non-exempt and reports to the festival director while working closely with the director of marketing and communications as well as all Loft staff who use or need volunteers. A standard week is 40 hours over four days with some flexibility. Evening and weekend work is required during events. The Loft offices are closed on Mondays.

Working Conditions: The majority of the workday is spent configuring project details, communicating with staff and artists, and providing administrative support to the program department. The ideal candidate is someone who yearns to settle into an interesting workplace with a constant pace and lots of laughter. This is a great job for someone who wants to learn about event management.

NOTE: Loft employees are not eligible to apply for Loft awards for writers.

To Apply: Please prepare your cover letter, resumé, and a sheet with the names and contact information for three confidential references (you do not need letters of reference) as an MS Word or PDF document. You may include them as separate files or all in one. If you do not have a Submittable account, you will need to create one.

Due to the expected number of applicants, we request that you do not call or email to check on your application status. You will get a confirmation by email to let you know that your application was received as well as word of the Loft’s hiring decision.

Hiring Process: This application is open until 11:59 p.m. on August 16. Anticipated start date is early September. All applicants will receive notice of their status.

The Loft is an equal opportunity employer.

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