Program Assistant, Family and Community Programs Education & Programming

• Respect: We foster belonging and appreciate each other.
• Openness: We interact with an open mind and thoughtful engagement.
• Collaboration: We believe in the power of together.
• Accountability: We own our actions and outcomes.

• Assists and supports the research, development, and delivery of new and innovative family programs that might include access programs, artist projects, talks, child, youth and intergenerational initiatives and other related activities that generate varied forms of engagement in the public spaces throughout the museum and addressing the needs and interests of a broad and engaged public. Supports the administration, logistics and operations to ensure that programs are integrated into the larger museum logistical systems.
• Assist the development and production of family programs in the Hands-On Learning Centre, Community Gallery, Art Cart and other intergenerational community programs.
• Supports copyright clearance processes for images and music used in online and onsite programs, including tracking use of each in the designated spreadsheets and websites.
• Under the direction of the Program Curator, Indigenous and Family Programs, at times prepares materials for marketing, curatorial and other departments, coordinating with pan-institutional teams to ensure fluid communication of internal and external promotions and marketing information.
• Under the direction of the Program Curator, Indigenous and Family Programs, supports with developing and producing AGO Play Book, Family Day Weekend and March Break activities.
• Supports with engaging intergenerational community programs
• Participates in production meetings to vet and communicate details including health and safety, conservation, facility services, media, art services, gallery logistics and other support departments; creates and modifies all work orders and related communication.
• Some digital production responsibilities will include production to run/produce Zoom meetings for access programs, courses, family programs and other events for Education & Programming, but is not responsible for editing the material. Reviews transcripts for online programs to ensure accuracy prior to being posted online.
• Collects and inputs program information for gallery ticketing and web systems
• Works to solve customer service challenges as they arise.
• Prepare work orders as needed.
• Is onsite point person for all programs and assists in scheduling support staff, inviting and securing community partners, artists, and preparing external contracts:
• Acts as the point person for orienting and briefing support staff, community partners, visitors and visiting talent and contractors both onsite and at other times when necessary, including orienting to AGO policies and procedures
• Acts as core internal point person to brief protection services, visitor services, AGO media, as well as other staff as required
• Ensure that deadlines are met, and projects are delivered against work orders, schedules and logistics; addressing any technical and communication challenges that may arise during production.
• Prepares invitation letters and agreement forms, as well as contracts, correspondences, cheque requisitions forms, any signage or related documents to ensure successful execution and production of said activities under the direction of various colleagues within the Education and Public Program team
• Under the direction of the Program Curator, Indigenous and Family Programs, ensures that the administrative systems within Education and Public Programs provide clear lines of communication and procedures resulting in shared information and external growth of the events.
• Prepares information, including Education and Programming guest lists and takes RSVPs for all relevant events
• Attends and takes minutes of core project team meeting and tracks internal documents ensuring they are updated to provide transparency for greater Education and Public Programming communication across the institution
• Acts as the point person for any internal stakeholders related to programs and, at times work under the guidance of the assistant or associate curator or other relevant team member
• Assists in other E&P programs, working with other Program Assistants as required, for high peak periods, vacation, illness or temporary workload relief.
• Ensures that a record of all events and core image database is maintained to ensure easy access to all relevant partners Internal and external
• Answers telephone and emails, takes messages, screens and direct calls/emails, resolves problems, when possible, opens, sorts and responds to general queries from the public when necessary whether by mail, phone or email.
• Schedules meetings and appointments for team, monitors department monthly expenses, monthly reports, program statistics, and contributes to other reports and meetings as necessary
• Maintains files and keeps online and offline systems organized and up to date.
• Accountable for any special projects as required
• Performs other duties and projects as assigned.

• Demonstrated experience of at least 2 years minimum in the administration and production of large-scale events, public programs or any related programs, including working with artists, teachers and cultural producers, on-site events, program production, logistics and communication for public audiences.
• Comprehensive knowledge of museum public programs and learning practices, visual art and contemporary culture
• Minimum 2 years of directly related experience with planning and software including scheduling, planning, project coordination, coordination with multiple stakeholders internal and external and clients, artists and producers.
• Knowledge of museum practices and diversity
• Highly developed administration and organizational skills, public relations, interpersonal and verbal and written. Strong communication skills
• Experience processing information and working to tight deadlines.
• Working knowledge of the Museum structure and department roles
• Working knowledge of Art History as asset
• Knowledge of a foreign language an asset.

• Discounts to GoodLife Fitness.
• Free tickets to every major exhibit at AGO.
• Discounts to major attractions as a part of the Provincial/City Reciprocal Programs.
• Free admission to the AGO for friends and family, discounts at the gift shop, bistro, and Learning Centre.

Art Gallery of Ontario