Interim Program Associate (CC)

Reports to:                 Program Manager, Creative City        

Date Prepared:          June 5, 2018

Approved by:             Executive & Operations Manager

Position Type:          Exempt 

6-month+ (July – December, or later), grant-funded position – with option to apply as internal candidate for the permanent position once determined

About the New England Foundation for the Arts:

The New England Foundation for the Arts (NEFA) is a 501(c)3 organization with an annual budget of $7.5 million. NEFA invests in artists and communities and fosters equitable access to the arts, enriching the cultural landscape in New England and the nation.

As an organization, NEFA values an equitable, diverse, and inclusive world, which we interpret as all people having fair access to the tools and resources they need to realize creative and community endeavors. We acknowledge structural inequities that have excluded individuals and communities from opportunities based on race, gender, disability, sexual orientation, class, age, and geography and strive to counter those inequities in our work.

NEFA is proud to be an equal opportunity employer, and is invested in creating an equitable and inclusive working environment and organizational culture. We are committed to hiring individuals who share, value, and support these goals, and who reflect the diversity of the communities we serve. NEFA does not discriminate on the basis of race, religion, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, or any other characteristic protected by law.

About the Position:

The Interim Program Associate position is temporary, part-time position from July through December 2018 (or later) that provides support for Creative City during a transitional moment in the program. During these months Creative City will be wrapping up the implementation and assessment of this 3-year pilot program while pivoting towards the next iteration. 

The Program Associate provides administrative and event coordination support and works with staff to maintain the highest level of efficiency in executing programs and initiatives. The program aims to enable artists to create projects of all disciplines that take place in the public realm in the city of Boston and that integrate public participation into the artistic process and/or presentation.

The Program Associate reports to and works in close partnership with the Program Manager for Creative City. Additionally, the Program Associate will collaborate with other NEFA staff to advance cross-program or organization-wide planning and initiatives.

Essential Functions

Event Coordination - 40%

  • Coordinate planning logistics including scheduling, locating/securing meeting location, catering, tracking participant attendance, and technical needs for Creative City hosted events (e.g. public presentations, discussions and other professional development events related to art in the public realm)
  • Provide day-of-event logistics support for Creative City hosted event (e.g. arranging room set up, managing registration, setting up technical needs, answering questions)

Program Communications - 40%

In collaboration with communications staff:

  • Manage and draft social media posts and a series of blog posts that highlight Creative City grantee projects and events; may require attending grantee events, following up with artists over email and by phone call
  • Manage the production of artist rack cards (follow up with artists to confirm details, guiding drafts through a review process before printing)
  • Prepare regular communications with grantees to check in on progress, share information about resources and online tools, and remind them of upcoming deadlines

Grant & Database Administration - 20%

  • Process grant applications and grantee reports in accordance with NEFA’s established protocols and data collection requirements
  • Provide technical assistance to grantees completing final grantee reports
  • Maintain tracking of completed and outstanding grantee reports, payment requests, etc.
  • Maintain and update constituent records and mailing lists in grants and contacts database


Does this position supervise others?   No 

Decision Making/Problem Solving

Support program and meeting coordination; communicate effectively with internal and external program partners, advisors, and constituents; provide superior customer service and technical assistance to all program applicants and participants; contribute to program and departmental planning.   


Required Experience/Skills: 

  • Excellent organizational and customer service skills, including strong attention to detail, ability to meet deadlines, problem-solve, multi-task, and manage detail oriented processes over an extended period of time
  • Excellent communication skills - verbal, written, and interpersonal;
  • Ability to work both independently and collaboratively;
  • Experience with planning and running events and meetings;
  • Proficiency in Windows, Microsoft Office Suite, Facebook and Twitter
  • Experience in data entry; familiarity with Salesforce CRM or other database systems a plus;
  • Interest and ability to travel to grantee events/installations within the city of Boston


  • Familiarity with or experience working with artists, community based organizations
  • Knowledge of and experience in public art, artist community in Boston
  • Familiarity and ability to navigate the city of Boston independently
  • Experience developing content for brand communications using social media or other web-based platforms
  • Flexibility with schedule to attend some events outside of 9AM -5PM hours

Physical/Mental Demands:  The Americans with Disabilities Act (ADA) requires employers to make reasonable accommodations for a person with a disability to perform the essential functions.  Please note if the following are necessary for this specific position:

Application Instructions:

The deadline to apply for this position is Friday, June 22, 2018. A review of applications will begin immediately. All applicants should submit a resume and cover online at:



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