CULTURAL AFFAIRS COORDINATOR II

City of Chicago; Chicago (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

The City of Chicago, Department of Cultural Affairs and Special Events, seeks a Cultural Affairs Coordinator II to lead programming for major events. You will develop concepts, schedules, and materials; coordinate production logistics; and manage budgets and reports with city and partner stakeholders.

Required are six years in program development or related administration, with strong communication, project management, and collaboration skills.

Qualifications

• Six years of work experience in program development or administration in visual/performing arts
• Experience producing live events, festivals, or performance series preferred
• Excellent written and verbal communication in English

Responsibilities

• Lead Programmer for assigned special events, managing concepts, schedules, contracts, and evaluations
• Coordinate logistics including venue setup, staging, lighting, sound, accessibility, and on-site supervision
• Negotiate artist fees, contracts, and maintain program budgets and reports
• Collaborate with multiple city departments, partners, and external stakeholders

Skills

Research

Writing

Analysis

Project management

Multilingual

Education

Associate’s degree in Fine Arts

Bachelor’s degree in Arts Administration

Master’s degree in Fine Arts

Job description

CULTURAL AFFAIRS COORDINATOR II

DEPARTMENT OF CULTURAL AFFAIRS AND SPECIAL EVENTS (DCASE)
Programming Division, Performing Arts

The City of Chicago Department of Cultural Affairs and Special Events (DCASE) supports artists and cultural organizations, invests in the creative economy, and expands access and participation in the arts throughout Chicago’s 77 neighborhoods. As a collaborative cultural presenter, arts funder, and advocate for creative workers, our programs and events serve Chicagoans and visitors of all ages and backgrounds, downtown and in diverse communities across our city — to strengthen and celebrate Chicago.

DCASE produces some of the city’s most iconic festivals, markets, events, and exhibitions at the Chicago Cultural Center, Millennium Park, and in communities across the city — serving a local and global audience of 25 million people. The Department offers cultural grants and resources, manages public art, supports TV and film production and other creative industries, and permits special events throughout Chicago.

ESSENTIAL DUTIES

• Serve as the lead Programmer of assigned special events, programs, and festivals by managing all performance aspects, including developing programmatic concepts, meeting schedules, project descriptions, marketing content, performance schedules, negotiating artist fees, contracts, and evaluation reports
• Events may include Dr. Martin Luther King Breakfast, Chicago Blues Festival, Chicago Jazz Festival, Chicago Gospel Music Festival, Chicago House Music Festival, World Music Festival, Millennium Park Summer Music Series, Taste of Chicago, Chicago SummerDance, Tree Lighting Ceremony, New Year’s Eve Celebration, and other programs, special events, and festivals as assigned
• Confer and work with internal and external stakeholders, including the program director of performing arts, program director of production, deputy commissioner of programming, city departments, performers, talent agencies, managers, directors, technicians, partners, sponsors, media, composers, choreographers, technical contractors, arts organizations, venues, studio owners, and others as needed
• Manage the planning and coordination of programs and events to ensure the implementation of activities. Manage meetings, prepare necessary materials, participate in internal planning meetings, interdepartmental meetings, and external meetings. Ensure meeting follow‑up and next steps with key stakeholders
• Coordinate and advance program logistics, including scheduling, venue setup, staging, lighting, sound, seating, accessibility accommodations, and on‑site supervision in partnership with the production team
• Oversee programs, review performance and program descriptions in advance to determine technical needs, provide feedback, discuss areas for improvement, and make recommendations on effectiveness and future programming to ensure artistic needs and department rules are followed and programs remain within budget
• Oversee digital and archival documents of relevant artist roster, current and past productions of concerts, festivals, and special events. Maintain computer databases, files, records, contracts, performance schedules, production timelines and scopes of services
• Work with various DCASE teams and other city departments, such as the contracts team in the procurement process to negotiate service contracts, develop scopes of work for solicitations, and confirm budget allocations and contractor ordering when contracts are awarded
• Collaborate with the Operations and Permits team in overseeing the acquisition of permits, insurances, and licensing to ensure the public’s safety at events
• Support DCASE’s marketing and communications team to develop marketing materials, provide copy, obtain artist information, and share event details and creative feedback to publicize programs and events
• Assist in researching, supporting, and writing grant proposals and reporting deliverables for respective programs in partnerships with Finance and Development and Cultural Grants and Resources teams
• Provide timely updates and final reports of assigned programs and events that include budget information and metrics related to attendance, impact, and partner engagement
• Manage and oversee all assigned program budgets and related expenses. Review the accuracy of invoices for payment, contracts, and updates, and track program budgets to ensure fiscal responsibility
• Perform outreach to the city’s arts and cultural communities to seek recommendations of artists and performers for upcoming events
• Research and identify industry trends to assess and inform programming strategies to develop new arts programming and support continuous improvements, as required
• Represent the City at speaking engagements, conferences, public forums, and cultural showcases to promote programming, provide information on local arts related resources, and build relationships across communities as needed
• Perform related duties as required

LOCATION: Department of Cultural Affairs and Special Events (DCASE)
Chicago Cultural Center, 78 E Washington St, Chicago, IL 60602

HOURS: 9:00 am – 5:00 pm, Monday – Friday
Must be flexible to work early mornings, evenings, weekends, and holidays for festivals, events, and programs. Work indoors and occasionally outdoors in extreme weather conditions and noise.

THIS POSITION IS IN THE CAREER SERVICE

THIS POSITION IS IN THE CAREER SERVICE

QUALIFICATIONS

• Six (6) years of work experience in program development, OR
• Six (6) years of work experience in administration experience in the area of visual arts, performing arts or creative arts programming, OR
• Graduation from an accredited college with an Associate’s degree in Fine Arts, Arts Administration, Liberal Arts, or a directly related field, PLUS four (4) years of program development or administration experience in an area of visual arts, performing arts or creative arts programming, OR
• Graduation from an accredited college or university with a Bachelor's degree Fine Arts, Arts Administration, Liberal Arts, or a directly related field, plus two (2) years of program development or administration experience in an area of visual arts, performing arts or creative arts programming, OR
• Graduation from an accredited college or university with a Master's degree in Fine Arts, Arts Administration, Liberal Arts, or a directly related field, PLUS one (1) year of program development or administration experience in an area of visual arts, performing arts or creative arts programming

NOTE: You must provide your transcripts or diploma at the time of processing

Preference will be given to candidates possessing the following:

• Bachelor’s degree in Music, Dance, Theater, Liberal Arts, Arts Administration, Communications, or an arts related field
• Minimum of three (3) years of work experience producing live events, festivals, and/or a performance series at an established cultural arts institution or indoor/outdoor public space
• Minimum of three (3) years of experience working with the public
• Multi‑lingual – Spanish speaking preferred

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a written exercise as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected.

Knowledge: Chicago’s art, music, dance, theater, multidisciplinary media, and culture landscape. Current programming practices, including administration, design, and development. Proficiency and competency with computer and technology platforms. Methods, tools, and techniques used to plan, organize and project manage events and performances. Familiarity of Chicago’s 77 communities, areas, and neighborhoods.

Abilities: Manage multiple projects at once. Comprehend and communicate complex issues. Exercise tact and diplomacy. Work collaboratively and as part of a diverse team. Develop tools and guide processes. Communicate with diverse stakeholders.

Skills: Research, writing, and analysis. High level of proficiency in written and verbal communication. Organizational, critical thinking, and problem‑solving skills. Strong project management and time management skills.

Other Requirements

Able to work mornings, evenings, weekends, and some holidays.

Working Conditions

Work indoors and occasionally outdoors in extreme weather conditions and noise. General office environment, using standard office equipment

APPLICATION EVALUATION

Initial evaluation will be based on information provided on the application and the documents submitted. Department of Human Resource staff will review applications after the final posting date. Staff will follow any and all required Employment/Hiring Plan provisions, federal, state and local laws, and Collective Bargaining Agreements when applicable. Staff will apply hiring preferences as required by the municipal code. Placement on an eligibility list is not an offer or guarantee of an interview nor employment with the City of Chicago.

COMMITMENT TO DIVERSITY

To further our commitment to hiring applicants with diverse experience the City of Chicago has adopted the following ordinances 2‑74‑020 and 2‑74‑075. The ordinances provide a preference to applicants who meet minimum qualifications and who are veterans of the Armed Forces, and/or residents of Socio‑Economically Disadvantaged Areas (SEDA) and/or Chicago Public School (CPS) high school graduates to be referred to departments for consideration. These hiring preferences do not apply to bidders, as Collective Bargaining Agreements define the hiring process for bidders. For positions covered by a collective bargaining agreement, bidders will be considered before external candidates.

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago is an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer.

City of Chicago
Brandon Johnson, Mayor