Part Time Senior Program Specialist - Cultural Arts

The City of Anaheim Community Services Department is seeking a Senior Program Specialist for the Cultural Arts Section. The Senior Program Specialist will oversee Pearson Park Amphitheatre rentals and summer programming, Center Gallery, and assist the Cultural Arts Office. This is a year-round, part-time position working 25-35 hours per week during the months of April through October and 15-25 hours during November through March. Hours will include evenings, weekend hours, and some holidays, and no minimum number of hours are guaranteed.

The following functions are typical for this classification. Incumbents may not perform all the

listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

Responsibilities and duties may include, but are not limited to, the following:

• Supervise theater staff in concession operations and maintain concession inventory.
• Supervise theater for performances and rentals.
• Report facility maintenance concerns to Supervisor.
• Coordinate Center Gallery artist receptions.
• Assist in the Cultural Arts office with art gallery and citywide special events that include but are not limited to Indigenous People’s Day, Nutcracker Tree Lighting, Volunteer Recognition Luncheon, Flag Day, and Children’s Festival.
• Assist the Cultural Arts Office with implementing the Public Art Plan.
• Act as the first point of contact for parties interested in participating in Pearson Park Amphitheatre Summer Series, renting the theatre, or exhibiting artwork at Center Gallery.
• Act as the first point of contact for sound and lighting contractor to book crew and communicate rental/show needs.
• Use the registration software system to process fees, permits, and deposits.
• Assist with preparing reports and records.
• Follow a retention policy by maintaining accurate print and digital records of all bookings, transactions, refunds, emails, etc. 
• Assist in maintaining theater grounds, including power washing, watering, and planting.
• Ensure the safety of the public and staff at all times by inspecting, patrolling, monitoring, and instructing on the safe use of program facilities, equipment, and supplies; maintaining a safe, clean, and tidy environment; report unsafe conditions or illegal activities.
• Submit work orders and complete routine safety checklist audits and ladder inspections.
• Assist and participate in recreation services special events, including setting up and taking down equipment and materials and facilitating activities.
• Develop and prepare brochures, flyers, newsletters, and other materials; create marketing material with accurate programming information. Print, post, and distribute marketing materials with appropriate approvals. 
• Supervise theater staff and assist in cleaning audience area, performer dressing room trailer, restrooms, break room, and storage areas.
• Recruit, train, direct, evaluate, and supervise the work of subordinate staff and volunteers.
• Supervise, coordinate, and evaluate a variety of recreational programs.
• Organize a variety of tasks, track program information, track staff/volunteer hours, prepare reports, and maintain logs, work schedules, delivery routes, and financial records.
• Order and maintain program supplies, equipment, and informational literature.
• Prepare, understand, and interpret written and oral instructions, policies and procedures.
• Assist in the coordination of special events.
• Arrange for staffing of special events booths and deliveries of publicity materials.
• Provide program information to the public over the telephone, at the front counter, as well as through the mail and e-mail; respond to citizen’s requests and complaints; follow up and provide solutions to citizen problems
• Provide information, referral, and assessments.
• Coordinate emergency assistance, and senior wheels transportation program.
• Assist with special events and fundraisers.
• Develop and distribute program publicity.
• Serve as liaison to community committees.
• Recruit and conduct orientations for new instructors.
• Supervise and coordinate annual instructor evaluation process.
• Prepare instructor payments and miscellaneous reports.
• Create advertising contact and mailing list for newspapers, cable, radio, internet; coordinate marketing information and send out regularly scheduled new release packets; create fliers, forms, letters, activity guide copy, and write press releases.
• Enter course and instructor information into Department’s program and facility software system; reserve facilities and process registrations as needed; cancel courses in CLASS and notify patrons and community center staff of course cancellations, process refunds and Anaheim Community Foundation scholarship applications.
• Prepare community center calendars for scheduling of the proposed upcoming session of recreation classes.
• Serve as a liaison between the City and cable company in updating Channel 3 Slides; assist in the maintenance and updating of the Division’s website.
• Assist in producing fundraising materials such as letters, lists, proposals, and brochures; assist in the management of fundraising records; contact prospects by phone or written correspondence to seek donations.
• Maintain positive working relationships with co-workers, other departments, and outside agencies; maintain high level of customer service, courtesy, and professionalism for all public contacts; communicate effectively with the public and with co-workers; establish cooperative working relationships.
• Perform related duties and responsibilities as required.

Experience: Two (2) years journey level experience related to the recreational program to which assigned, including supervision of employees and volunteers. 

Knowledge of: 

• Principles of employee and volunteer supervision and training; principles, practices, and service delivery needs related to the program area(s) to which assigned.
• Procedures for overseeing; planning, implementing, and maintaining a variety of recreation and leisure activities and programs; recreational, cultural, age-specific, and social needs of the community.
• Applicable Federal, State, and local laws, regulations, codes, and guidelines related to the program area and facilities to which assigned.
• Recreation site management and oversight.
• Safety principles and practices, including basic first aid and adult and/or child cardiopulmonary resuscitation (CPR) methods; applicable safety precautions and procedures related to the program area(s) and facilities to which assigned.
• Principles and practices of basic public relations techniques; principles and procedures of record keeping, cash handling, and report preparation; business arithmetic and statistical techniques; modern office practices, methods, computer equipment and computer applications.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Techniques for effectively dealing with individuals of various ages, various socio-economic and ethnic groups, and effectively representing the City in contact with the public.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and City staff.

Ability to:  

• Plan, oversee, implement, and coordinate assigned recreation program operations and activities, as well as staff, contractors, and volunteers.
• Plan and prepare recreation activities, reports, and other related program materials.
• Monitor program budget revenue and expenditures; understand the organization and operation of recreation programs and facilities necessary to assume assigned responsibilities.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
• Work independently while supervising facilities and user groups.
• Understand, interpret, and apply facility use policies and procedures; provide courteous assistance to facility patrons; lift and move tables and chairs and arranging facilities for community events and/or meetings.
• Handle rescues, medical emergencies and injuries in a calm and effective manner, including providing basic first aid and adult and/or child cardiopulmonary resuscitation (CPR).
• Maintain facilities and equipment in a clean, safe, and secure manner.
• Operate the  Department’s program  registration and facility software system.
• Operate modern office equipment including computer equipment and software programs.
• Maintain accurate logs, records, and written records of work performed.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work

License/Certification Required: Possession of a valid California Driver’s License by date of appointment.

Note: Possession of a current (less than two years) tuberculosis clearance slip by date of appointment. Fingerprinting at the time of hire is a state-mandated requirement for all employees having direct contact with minors

This is a part-time position usually averaging 20-30 hours per week.  A minimum number of hours is not guaranteed.

     IMPORTANT APPLICATION INFORMATION AND INSTRUCTION    

   Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Friday, December 15, 2023 at 5:00PM.  Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date. The selection process will consist of, but is not limited to, an oral interview.
      
     The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.

     Candidates must be specific and complete in describing their qualifications for this position.  Failure to state all pertinent information may lead to elimination from consideration.  Stating "See Resume" is not an acceptable substitute for a completed application.  
 
     The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening).  The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
 
     Communication regarding your application and/or status will be sent to the email address listed on your application.  Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

      Equal Opportunity Employer