Reports To: Executive Director
Start Date: Week of September 28, 2020
Office Location: Community Wise Office at #204, 223 12th Ave SW
The Writers’ Guild of Alberta is looking for an individual with strong programming, communication and administrative skills for the part-time position of Program & Conference Coordinator situated at the Southern Alberta WGA Office.
This individual will be responsible for the coordination, implementation and delivery of approved WGA events, services and programs including the annual conference, along with outreach and partnership work as required. This position will assist in the development of additional programs and services to meet the needs of the membership as strategic plans and initiatives evolve.
The successful candidate will possess strong programming skills. She/he/they will be a strategic and creative planner with experience coordinating and managing conferences and/or festivals, planning and hosting events, office administration, public relations, promotions and grant writing.
The ability to work independently is essential to this position. Current knowledge and understanding of the literary community in Alberta/Canada is a significant asset; familiarity with non-profit arts budgeting and office practices are desirable.
The WGA believes in supporting diversity and equity in hiring best practices. We support actions to advance diversity and equity in the organization.
Pay/Hours
This position is 14 hours per week with anticipated increase to 20/hours per week in January 2021. Periodic evening and weekend hours are required.
$16,000 – $17,000 for a 14-hour week. Pay is negotiable, given experience.
Salaried, part-time, flexibility for some evening, and weekend work.
Please submit cover letter, CV AND three references by Monday, September 7 to: [email protected]. We thank you for your interest, but only those candidates that are shortlisted will be contacted.
Responsibilities
- To manage WGA programs, administration, outreach, community partnerships, venue relations and event planning from WGA Southern Region Office (Calgary);
- Coordination and execution of the annual WGA conference including program planning, administration and venue relations;
- Serve as the first point of contact for the majority of conference speakers, panelists, instructors, hosts, moderators, volunteers, sponsors and venues;
- Serve as first point of contact for conference partners (Alexandra Writers’ Centre Society, Calgary Public Library, Indie bookstores and select hotels), catering companies and prospective travel bookings related to conference;
- Coordinate A/V and technical needs as online and live-streamed sessions increase;
- Design and deliver new programs and services in keeping with the mission and strategic plan of the WGA and in consultation with the Executive Director;
- Liaise with writing organizations in Calgary and Southern Alberta—regional, municipal, provincial and also federal agencies as directed;
- Respond to inquiries from WGA members and the larger community; forward inquiries and consult with the WGA head office as necessary;
- Liaise with staff in the Edmonton office in the development of programs and assist with marketing, promotions and social media as directed;
- Participate on committees and boards; act as a WGA representative as delegated, including on the Frontier College Giller Light Bash (YYC) planning committee;
- Provide the WGA head office with promotional materials for programs in Calgary and region for listing in the weekly bulletin, WriteClick, and bimonthly magazine WestWord;
- Promote programs through Facebook postings, online communications, and Instagram;
- Provide materials and assist as requested in the completion of grant applications and reporting;
- Once safe (re: COVID-19), host a minimum of 10 physical monthly events in Calgary that are potentially simultaneously live-streamed to full membership;
- Work with The City of Calgary every year on the planning, hosting and coordination of an event showcasing and celebrating The City of Calgary W.O. Mitchell Book Prize shortlisted authors;
- Every spring, coordinate, promote and host an event devoted to the Alberta Literary Awards finalists – host a reading and Q & A;
- When physical events resume, handle event logistics such as: meeting with event venues, booking spaces, renting A/V equipment, ordering books, and catering as needed;
- Devote time every week to outreach—when generating ideas for topics and speakers for events, consider the WGA’s desire to amplify diverse voices;
- Volunteer coordination as needed for events, workshops or conference sessions;
- Provide written reports to Executive Director when requested; provide program report with attendance figures and event photos for Calgary Arts Development grants;
- Attend weekly staff meetings (video conference);
- Manage WGA partnerships and community relations in Calgary and make recommendations to the Executive Director as necessary;
- Provide support for writing critiquing groups including start-up assistance—regular attendance is not required;
- Attend or be involved with additional/evolving community events as required.