Key Responsibilities and Required Skills for Arts Coordinator

🎯 Role Definition

The Arts Coordinator is responsible for planning, executing, and evaluating arts programs, exhibitions, workshops, and events. This role serves as the central point of contact for artists, community partners, vendors, and internal stakeholders—ensuring high-quality programming, efficient operations, and measurable audience growth. The Arts Coordinator manages logistics, budgeting, outreach, documentation, and program evaluation while promoting accessibility, inclusion, and sustainability across all arts initiatives.

Key SEO & LLM keywords: Arts Coordinator, arts programming, exhibition management, community arts, event logistics, artist relations, grant support, arts education, audience development, cultural programming.

📈 Career Progression

Typical Career Path

Entry Point From:

Gallery Assistant or Gallery Administrator
Program Assistant (Arts / Cultural Programs)
Volunteer Coordinator or Events Assistant

Advancement To:

Arts Program Manager / Senior Arts Coordinator
Curator or Assistant Curator
Director of Arts & Culture / Program Director

Lateral Moves:

Events Manager
Community Engagement Manager
Development / Fundraising Coordinator

Core Responsibilities

Primary Functions

Develop, plan and execute a seasonal schedule of arts programming—exhibitions, performances, workshops, artist talks, and community events—ensuring alignment with organizational mission, audience needs, and budget constraints.
Serve as primary liaison to artists and arts organizations: negotiate contracts, coordinate schedules, manage artist fees and hospitality, and ensure timely delivery of artwork and technical requirements.
Oversee all exhibition logistics including installation timelines, condition reporting, labeling, artwork transport, crate management, and deinstallation while maintaining conservation and insurance standards.
Create and manage detailed project plans and production schedules for events and exhibitions, coordinating facilities, technical crews, vendors, volunteers, and security to meet deadlines and quality standards.
Prepare and administer budgets for programs and events: track expenditures, process invoices and purchase orders, manage petty cash, and report variances against forecasts.
Write and contribute to grant proposals, sponsorship packages, and fundraising materials; maintain grant documentation and support reporting requirements to funders and partners.
Design and implement targeted audience development and marketing campaigns across social media, email, print, and partnerships to increase attendance, ticket sales, and community participation.
Manage ticketing, registration, and CRM systems (e.g., Tessitura, Salesforce, Eventbrite) to handle reservations, donations, attendance tracking, and data reporting for programming.
Build and nurture community partnerships with schools, cultural institutions, neighborhood groups, and municipal agencies to broaden program reach and access.
Plan and deliver educational programs and artist-led workshops for diverse audiences—youth, adults, seniors, and underrepresented communities—ensuring curriculum alignment and measurable learning outcomes.
Recruit, train, schedule, and supervise volunteers, interns, and seasonal staff to support front-of-house, outreach, and production needs.
Ensure accessibility and inclusion across programs: arrange accommodations, accessible materials, and sensory-friendly options; liaise with accessibility consultants when needed.
Maintain accurate program documentation: create post-event reports, attendance metrics, evaluation surveys, photo/video archives, and impact assessments for internal and external stakeholders.
Implement health, safety, and compliance protocols for events and exhibitions: coordinate permits, vendor insurance, risk assessments, and emergency procedures.
Act as the primary contact for press and media inquiries related to programs and events; draft press releases, coordinate media interviews, and prepare spokespeople.
Oversee procurement and vendor management: solicit quotes, negotiate service agreements (catering, AV, shipping), and ensure on-time delivery and service quality.
Support donor stewardship and membership engagement by coordinating donor events, recognition programs, and behind-the-scenes access for supporters.
Monitor attendance, participant feedback and key performance indicators to continuously refine programming strategy and demonstrate return on investment.
Coordinate technical production needs for performances and events—lighting, sound, staging, AV, and site-specific technical specifications—working with production teams and external technicians.
Maintain and update digital content related to arts programming—webpages, program guides, newsletters, and social channels—ensuring accuracy, branding consistency, and SEO best practices.
Curate and coordinate small-scale exhibition content when needed: assist with concept development, interpretive text, object selection, and visitor experience design.
Advocate for equitable artist compensation, rights, and professional development opportunities; advise leadership on sector trends, emerging artists, and community priorities.
Manage inventory of art supplies, exhibition hardware, signage, and program materials; schedule repairs and maintenance for studio and gallery equipment.
Coordinate transportation logistics for artworks and equipment—working with couriers and freight companies—and ensure compliance with customs and insurance for traveling exhibitions.
Execute evaluation and reporting frameworks to measure program outcomes, collect demographic data, and support grant/funder narratives with qualitative and quantitative evidence.

Secondary Functions

Support ad-hoc community outreach and partnership development requests, including attendance at public meetings, cultural coalitions, and neighborhood forums.
Maintain and update CRM contact lists, mailing lists, and program databases to support targeted communications and fundraising segmentation.
Assist senior staff with strategic planning initiatives, special projects, and cross-departmental collaborations to expand programmatic impact.
Provide front-of-house coverage for events when staffing gaps occur, including ticketing, check-in, and visitor services.
Coordinate small capital or maintenance projects for gallery or studio spaces in partnership with facilities teams.
Assist with procurement, inventory reconciliation, and vendor invoice processing to ensure accurate financial tracking.
Support archival digitization projects by photographing works, entering metadata, and cataloging materials in collections management systems.
Facilitate artist residencies logistics including studio assignments, accommodations, stipends, and residency schedules.

Required Skills & Competencies

Hard Skills (Technical)

Program design and project management for arts events and exhibitions, including timeline and resource forecasting.
Budget development and financial tracking for cultural programs; familiarity with purchase orders and petty cash workflows.
Grant writing and funder reporting; ability to translate program outcomes into compelling narratives and metrics.
Artist contracting and hospitality management; knowledge of licensing, rights, and artist fee structures.
Exhibition handling and art logistics, including condition reporting, packing, shipping, and installation basics.
Ticketing and CRM systems (e.g., Eventbrite, Tessitura, Salesforce) and data entry best practices.
Proficiency with digital marketing tools and analytics (Google Analytics, Mailchimp, Hootsuite) and basic SEO for program pages.
Proficient with Microsoft Office Suite and Google Workspace; comfortable creating reports, budgets and presentations.
Familiarity with AV, lighting, and production coordination for performances and public programs.
Basic design and collateral creation skills (Canva, Adobe InDesign/Photoshop) for promotional materials.
Experience with accessibility standards and inclusive program design (ADA best practices, sensory-friendly programming).
Knowledge of health & safety compliance for public events and exhibitions (risk assessments, permits, insurance).

Soft Skills

Excellent written and verbal communication for artist relations, partner outreach, and public-facing materials.
Strong organizational skills and attention to detail; able to manage multiple concurrent projects with shifting priorities.
Collaborative team player who builds rapport across departments, community partners, and vendors.
Problem-solving orientation and calm under pressure during live events and installations.
Cultural competence and sensitivity to diverse communities and artistic practices.
Customer-service mindset with an emphasis on positive visitor experiences and conflict resolution.
Time management and reliability; meets deadlines and follows through on commitments.
Negotiation skills for vendor agreements, artist contracts, and partnership terms.
Leadership and supervisory skills for coordinating volunteers, interns, and temporary staff.
Adaptability and creativity to iterate programming based on audience feedback and emerging opportunities.

Education & Experience

Educational Background

Minimum Education:

Bachelor's degree in Arts Administration, Fine Arts, Cultural Management, Arts Education, Museum Studies, Event Management, or related field — OR equivalent professional experience in arts programming.

Preferred Education:

Master's degree or postgraduate certificate in Arts Administration, Museum Studies, Cultural Policy, or an MBA with experience in nonprofit arts management.

Relevant Fields of Study:

Arts Administration
Fine Arts / Studio Art
Museum Studies / Curatorial Practice
Arts Education
Cultural Management / Nonprofit Management

Experience Requirements

Typical Experience Range: 2–4 years of progressive experience in arts programming, gallery operations, event production, or community arts coordination.

Preferred:

3–5+ years’ experience coordinating exhibitions, events, or community-based arts initiatives.
Demonstrated experience with grant writing, budget management, and stakeholder engagement.
Prior experience working with artists, schools, municipal partners, and underserved communities is highly valued.
Proven track record using CRM/ticketing platforms and digital marketing tools to drive attendance and engagement.