Full-time Permanent Associate

Posted 31 Aug 2026

Description
Position Summary
The Program Coordinator supports the planning, coordination, delivery, and evaluation of CreativeHub 1352’s in office 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

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

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.
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📌 Program Coordinator (Ontario)
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