Program Coordinator

Position Summary 

The Program Coordinator supports the planning, coordination, delivery, and evaluation of CreativeHub 1352’s on-site arts, culture and heritage programming. 

This role is primarily focused on the coordination and delivery of ongoing, year-round programming, including weekly daytime and bi-weekly evening programs, workshops, and community engagement initiatives delivered at the Small Arms Inspection Building. Programming may include drop-in creative sessions, arts and heritage workshops, lectures, screenings, and community-led activities designed to provide consistent, accessible opportunities for public participation. 

Working under the supervision of senior staff and in collaboration with other program coordination team members, the Program Coordinator assists with implementation logistics, artist coordination, documentation, reporting, and on-site delivery for assigned programs and events. The position contributes to the day-to-day coordination of programming within a publicly funded, community-focused cultural organization. 

Key Responsibilities 

1. Program Planning & Coordination 

● Support detailed program planning processes, including timelines, task tracking, and implementation schedules 

● Coordinate program work plans to ensure milestones and deliverables are met 

● Maintain master program calendars and coordinate across internal teams 

● Support budget tracking for assigned programs, including monitoring expenses, managing payments to vendors and reconciling receipts 

● Prepare and update program briefs, production schedules, and coordination documents

● Assist in securing permits, insurance documentation, and required approvals where applicable 

● Coordinate space bookings and confirm site requirements for program delivery 

2. Artist, Partner & Vendor Coordination 

● Serve as a point of contact for artists, facilitators, community partners, and vendors

● Confirm contracts, schedules, technical requirements, and logistical needs 

● Coordinate onboarding materials and information packages 

● Track deliverables related to artist agreements and partnership commitments

● Support hospitality coordination for artists and guests 

3. Event & On-Site Delivery 

● Lead or support event set-up and strike schedules, including carrying and/or moving equipment and furniture up to 30lbs 

● Lead or support set up and management of audio/visual equipment required (training will be provided and on-going support will be available)

● Coordinate volunteers and support staff during programs and events 

● Ensure materials, signage, equipment, and supplies are prepared and in place

● Monitor program flow and address real-time logistical needs 

● Liaise with technical staff and venue representatives during live delivery 

● Support health and safety compliance and risk management protocols 

4. Administration & Documentation 

● Maintain organized digital and physical program files 

● Track attendance, participation metrics, and engagement data 

● Collect invoices and ensure documentation aligns with budget allocations

● Assist with preparation of interim and final reports to funders and partners

● Maintain accurate records to support audits and funding compliance 

5. Evaluation & Continuous Improvement 

● Distribute and collect participant and stakeholder feedback 

● Compile evaluation summaries and identify key trends 

● Document lessons learned and operational improvements for future programs

● Contribute to post-event debriefs and planning sessions 

Preferred Qualifications 

● Post-secondary education in arts administration, cultural management, event management, heritage studies, community development, or a related field; or equivalent practical experience 

● Experience supporting programs, events, festivals, or community initiatives 

● Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines 

● Experience coordinating logistics, schedules, and documentation 

● Strong written and verbal communication skills 

● Ability to work collaboratively with artists, community partners, vendors, and volunteers 

● Comfortable working in both office and on-site event environments 

● Proficiency with Microsoft Office, Google Workspace, and shared document management systems 

● Experience tracking budgets, expenses, or financial documentation is an asset

● Familiarity with publicly funded arts or nonprofit environments is an asset 

This position requires flexibility, including evening and weekend work, to support program and event delivery. 

This position is supported through funding from the Ontario Trillium Foundation Grow Grant.