Programs Assistant

3 weeks ago

Markham, Canada City of Markham Full time

The City of Markham is proud to be recognized for the 4th consecutive year as one of Canada’s Best Employers by Forbes and Statista Inc. In 2024, the City of Markham is ranked the top city in Ontario and in the top 10 for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 357,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

**J**oin us and make a lasting difference**

**Please note that this is a one-year contract.**

**Job Summary**

Reporting to the Public Programs Coordinator, the Programs Assistant is responsible for organizing public events and holiday programs. The Programs Assistant will manage and facilitate logistics for adult courses and children’s classes and camps including March Break, Winter Break and Summer Camps. They are responsible for scheduling staff and developing comprehensive timesheets for payroll. Working closely with the Education Coordinator, the Programs Assistant will manage the art materials budget, and maintain all studios and supplies at both the Varley Art Gallery and the McKay Art Centre. Working with Communications, the Programs Assistant will develop promotional material for print and web to ensure public programs are promoted effectively to reach required enrollment.

**Roles and Responsibilities**
- Assist Public Programs Coordinator with organizing events and programs: birthday parties, holiday programs, children’s classes, winter and March break camps, adult art classes/workshops and lectures, artist talks and openings and the Community Artist in Residence program.
- Create program calendar using excel to ensure program names, dates, location, fees and barcodes are correct.
- Schedule program staff, volunteers and contract staff; Oversee Co-op placements; Track staff hours and ensure schedules are updated on shared calendar.
- Ensure staff contracts are up-to-date and maintain staff contact lists.
- Monitor registrations; Correspond with instructors and course participants regarding program; Prepare instructor folders, outlines, handouts, and materials.
- Manage all studio spaces; organize materials, ensure room set-up is complete.
- Maintain art materials budget and inventory; Place material orders and purchase specialty art supplies; Prepare materials for classes, and camps.
- Create training packages for staff and ensure staff follow Studio Etiquette; Work with Development Officer to recruit and train volunteers.
- Develop age appropriate activities, and prepare program plans for children ages one to fifteen.
- Develop and facilitate program evaluations and compile feedback; Research best practices to improve customer experience.
- Provide exceptional customer service to clients and maintain relationships with community partners.
- Work with Communications to maintain website and compile content for web & print; Write copy, gather images.
- Other duties as assigned.

**Requirements**:

- Requires a B.A. in History of Art, Visual Arts, Cultural Studies, Museum Studies or Education or a minimum of 3 years’ relevant experience working in a cultural or non-profit organization.
- Exceptional customer service experience.
- Good working knowledge of computers, Excel and Microsoft office and Windows 10. Strong working knowledge of art studio practices an asset.

**CORE BEHAVIOURS**
- ** Service Excellence**: Meets or exceeds service standards when interacting with customers in the community and in the organization.
- ** Change & Innovation**: Responds positively and professionally to change and helps others through change.
- ** Teamwork & Relationship Building**: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
- ** Communication**: Communicates in a clear, professional and respectful way; demonstrates active listening.
- ** Accountable & Results Oriented**: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
- ** Management & Leadership**:Demonstrates self-management, professionalism and engagement; leads by example.

The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.

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