Role: Program Coordinator

Organization: ShenArts
Location: Winchester, Virginia
Schedule: 20 hours per week, including occasional evening and weekend programs
Compensation: $20 per hour
Reports to: Executive Director

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About ShenArts

ShenArts is a nonprofit arts organization serving Winchester and the Northern Shenandoah Valley. Our mission is to make the arts accessible and enrich our community through diverse, engaging arts experiences for people of all ages.

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Position Summary

ShenArts seeks an organized, detail-oriented, creative, and community-minded Program Coordinator to support the Executive Director in planning and delivering classes, exhibits, artist opportunities, and community programs.

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This is a collaborative coordination and implementation role. The Executive Director establishes organizational priorities and provides overall program direction. The Program Coordinator helps turn those priorities into organized schedules, clear communications, updated webpages, and successful programs.

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A primary responsibility will be coordinating ShenArts’ growing roster of teaching artists and engaging with local artists to develop classes, workshops, and community activities. The position also provides administrative and project support to the Executive Director.

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This role is well suited to someone who enjoys working with artists, managing details, and helping creative ideas become well-organized public programs.

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Primary Responsibilities

Programs and Teaching Artists

• Work with the Executive Director to plan and coordinate classes, workshops, artist opportunities, and community programs.

• Engage local artists about potential teaching and programming opportunities.

• Maintain an organized teaching-artist roster, including contact information, artistic disciplines, availability, program history, and required documentation.

• Serve as a point of contact for teaching artists during program planning.

• Collect class proposals, descriptions, artist biographies, photographs, supply lists, scheduling information, and other program materials.

• Coordinate approved dates, spaces, registration details, instructor needs, supplies, and participant information.

• Communicate program expectations, deadlines, compensation details, and logistical information to teaching artists.

• Confirm arrangements with instructors before classes and assist with schedule changes when necessary.

• Help collect feedback from instructors and participants following programs.

• Bring artist and community ideas to the Executive Director for consideration and approval.

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Executive Director and Administrative Support

• Provide administrative and project support to the Executive Director.

• Organize program timelines, task lists, calendars, documents, and follow-up items.

• Research potential artists, instructors, program ideas, community interests, and partnership opportunities as assigned.

• Draft and proofread program descriptions, emails, announcements, and other communications.

• Prepare meeting materials and record notes or action items when requested.

• Track assigned deadlines and provide regular progress updates.

• Handle sensitive organizational and artist information with discretion.

• Assist with other program-related tasks based on current organizational priorities.

 

Website and Communications Support

• Create and update webpages for approved classes, programs, events, and calls for artists using ShenArts’ existing website platform and templates.

• Enter and format program descriptions, images, dates, registration information, and artist biographies.

• Review webpages for accuracy, readability, and visual consistency before publication.

• Make timely updates when program information or schedules change.

• Assist with creating and scheduling social media posts about programs, teaching artists, and community opportunities.

• Maintain an organized collection of program images and promotional assets.

 

This position supports website content and presentation; it does not require coding or independent website development.

 

Program and Community Support

• Assist with class, workshop, and event setup or check-in when scheduled.

• Communicate warmly and professionally with artists, participants, partners, and members of the public.

• Help create organized, welcoming, and accessible experiences.

• Represent ShenArts professionally at assigned programs and community activities.

• Collaborate with staff, volunteers, artists, and community partners as needed.

 

Qualifications

• Strong organizational and time-management skills.

• Excellent attention to detail and accuracy.

• Ability to manage several assignments and deadlines within a 20-hour workweek.

• Clear and professional written and verbal communication.

• Ability to follow direction, incorporate feedback, and keep the Executive Director informed of progress or challenges.

• Comfort communicating and building relationships with artists and community members.

• A good visual sense, including an understanding of layout, typography, color, and image selection.

• Comfort using website content-management systems, social media platforms, shared calendars, spreadsheets, and cloud-based documents.

• Ability and willingness to learn ShenArts’ existing systems and processes.

• Dependability, sound judgment, flexibility, and a collaborative approach.

• Interest in arts education, local artists, and community-centered programming.

 

Preferred Experience

• One to two years of relevant experience in arts administration, program coordination, education, events, community engagement, executive support, or communications.

• Experience working with artists, teachers, instructors, contractors, or volunteers.

• Familiarity with Adobe, Canva, Wix, Square, Squarespace or comparable design and website tools.

• Experience with a nonprofit, arts organization, gallery, educational program, or community-based organization.

 

Relevant volunteer work, internships, education, and transferable experience will be considered. A college degree is not required.

 

Schedule

This is a part-time position averaging 20 hours per week. The Program Coordinator and Executive Director will establish a regular weekly schedule.

 

Some classes, workshops, and community events take place during evenings or weekends. Occasional schedule adjustments will therefore be required, with advance notice whenever possible. Event hours will be included within the position’s 20-hour weekly schedule unless additional hours are approved in advance by the Executive Director.

 

Scope of Authority

The Program Coordinator supports the planning and implementation of programs under the Executive Director’s supervision. The Executive Director retains responsibility for final program approval, organizational strategy, budgets, artist compensation, contracts, partnerships, and other significant commitments.

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This position does not currently supervise staff or independently establish ShenArts’ programming strategy.