ZAP Program Assistant - Salt Lake County

JOB SUMMARY

The mission of the Zoo, Arts and Parks (ZAP) program is to enhance Salt Lake County resident and visitor experiences through cultural and recreational offerings. ZAP does this through facilitating annual community-supported grants. One cent of every $10 spent in the County partially funds over 200 County arts and cultural organizations, as well as over 30 parks and recreational facilities. 

The ZAP Program Assistant assists staff and grantee organizations in serving our community through the ZAP program by improving the effectiveness of the grant management process, supporting promotion of the program and initiatives within the program as well as overall general administrative support of staff and the program.

More specifically, the purpose of the position is for providing technical support throughout the annual grant cycles processes, assisting in the development of brand content and event activities for the strategic promotion of ZAP and its grantees as well as general administrative support to ZAP program overall and its various activities and initiatives.

This position will report to the ZAP Director. This position is for up to 29 hours per week, year-round. Monday through Friday and possibly some weekends, with some flexible hours including remote working opportunities.

MINIMUM QUALIFICATIONS     

Bachelor's degree from an accredited college or university in Marketing, Communications, Graphic Design, Information Systems/Technology, Arts, Business or Public Administration or closely related field, plus a minimum of one (1) year of directly related work experience (employment, internship and/or volunteerism); OR an equivalent combination of related education and experience.

ESSENTIAL FUNCTIONS

Grant Management

• Support staff in providing technical support services such as preparing applicant and grantee workshop webinars, developing Q&A one-pagers, one-on-one meetings scheduling and introduction, notification and follow-up emails.
• Assist potential applicants, applicants and grantees within the grant management software platform with application and grantmaking processes, including answering questions, obtaining and verifying information and providing technical and administrative support.
• Support staff in fulfilling requests and needs within the grant management platform for running reports, eligibility checks, administering payments, collecting and tracking data more effectively and the like.
• Assist staff in coordinating and providing annual orientations and support materials for advisory boards meetings and members including other associated ZAP committees.

Marketing & Communications

• Assist in the execution of ZAP’s marketing and communications plan.
• Create in the day-to-day content creation and responses (to inquires and comments) for social media outlets: Facebook, Twitter, YouTube and Instagram.
• Assist in the creation of a monthly e-newsletter and regularly updating the website through backend content refreshing and additions.
• Assist in delivery of the Summer Passport Program, including promotion to the public, coordination with program partners as well as assisting in the planning and execution of final event.
• Assist in providing technical and administrative support for outreach and capacity building efforts and initiatives including awareness and educational events including distribution of brand collaterals, tabling at other organizations’ arts and cultural events and ZAP program Open Houses and Lunch & Learn Series.

General Administration

• Make contributions toward achieving ZAP’s monthly Outcomes & Indicators and Arts & Culture division's Master Plan efforts.
• May require lifting and carrying objects that require the ability to lift up to a maximum of 50 lbs.
• Coordinate meetings with potential applicants, grantees, advisory board members, communities and other County teams.
• Perform general administrative duties such as archiving materials, creating tracking reports and compiling office supply orders.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES 

• Arts and Cultural organizations and their functions
• Grants management (preparation and monitoring full application cycle)
• Non-profit management
• Customer services skills
• Communication and public relations methods and techniques
• Social media platforms
• Collaboration and teamwork
• Organizational skills

Skills and Abilities to:

• Various software programs and audio and visual devices used for job related duties
• Work with computer software related to job specific duties (MS Office, Photoshop, FileMaker, Ektron, Social Media Platforms, WordPress, etc.)
• Organize workloads and prioritize tasks to adhere to deadlines
• Understand, implement, and follow policies and procedures
• Flexibility with assignments, environments, and co-workers
• Professionally represent organization both externally and internally
• Communicate effectively both verbally and in writing with a variety of individuals, organizations and groups.
• Manage several projects simultaneously
• Communicate effectively both verbally and in writing
• Operate standard office equipment (scanner, printer, computer, ipad, etc.)

IMPORTANT INFORMATION REGARDING THIS POSITION

Work schedule may include being available during non-regular working hours of some early mornings, evenings and weekends for supporting or attending events.

PAID TEMPORARY POSITIONS:

An “At Will”, FLSA non-exempt employee who is not eligible for County benefits and who must work  an average of 29 hours or less per week or an average of 129 hours or less per month. 

• Must work an average of 29 hours or less per week or an average of 129 hours or less per month.
• Are not eligible for County benefits except as otherwise provided for by policy.
• Are not considered merit employees.
• Are "at will" employees who may be terminated for any reason, without notice, and without a pre-termination hearing.