What We Do

For 25 years, Arts District Liberty Station has stewarded a remarkable transformation, turning 100 acres of a former Naval Training Center into San Diego’s premier creative hub. As a 501(c)(3) nonprofit, we activate this historic 26-building campus to ensure the arts are a vital part of the regional identity. Today, the District is home to more than 100 organizations, including artist studios, museums, and galleries alongside dance companies, culinary destinations, and community-serving nonprofits. Each year, the District welcomes over 2 million visitors who come to experience the best of San Diego’s arts and culture in an iconic, historic setting.

The mission of Arts District Liberty Station is to activate a dynamic and historic campus where enriching cultural experiences, impactful learning opportunities, and inspiring events are accessible to all. Over the past year, we:

• Opened the newest building in the District, The Joan and Irwin Jacobs Performing Arts Center, in partnership with Cygnet Theatre.
• Hosted a 3-part Summer Arts Fest series with local musicians and artists.
• Welcomed more than 650 children to Arts District Liberty Station for 10 weeks of visual, performing, and culinary arts education as part of Liberty School.
• Supported 11 local emerging artists with studio space and resources, including gallery and performance space, and professional development opportunities.

We also reached a historic milestone in 2025, when the California Arts Council officially named Arts District Liberty Station as one of only 24 state-designated cultural districts, a powerful affirmation of our role as a cornerstone of the regional creative economy. Driven by a vision to help creators thrive, we continue to expand through landmark projects like the Joan and Irwin Jacobs Performing Arts Center, fostering a world-class destination where creativity and community meet.

LEADERSHIP & CULTURE

Arts District Liberty Station fosters a highly collaborative, creative, and collegial environment where innovation and community engagement are at the heart of the organization. Led by President & CEO Lisa Johnson, the team operates with a dedicated “all-hands-on-deck” philosophy, emphasizing a flexible culture where every member is willing to jump in and support the mission whenever needed. The new Program Administrator role reports directly to Kate Rubalcava, VP & Chief Operations Officer. A career nonprofit professional, Kate has over 25 years of programs and operations experience, including leadership roles at the University of Minnesota, YMCA of San Diego County, and New Haven Youth & Family Services. This small but impactful team of 11 prioritizes individual contributions and organizational culture over rigid roles or titles.

COMPENSATION & BENEFITS

• Salary – $68,000 – $70,000
• 403(b) plan
• PTO: 15 paid days off the first year, 1 floating holiday and 10 regular holidays
• Cell Phone stipend of $50/monthly
• Employer-paid monthly premium for CalChoice coverage to be utilized for health, dental, and vision. Alternatively, employees may opt to receive the equivalent amount as taxable income.

LOCATION

This hybrid position requires you to be on-site and available with days in office at Liberty Station, and for scheduled events (including some evenings and weekends).

POSITION SUMMARY

Reporting to the VP & Chief Operations Officer, the Program Administrator is a newly created role with a wide variety of duties and responsibilities. It offers the perfect opportunity for gaining deep exposure to every aspect of operating and scaling a successful nonprofit organization, with a strong commitment to community impact. The Administrator will provide key support in the areas of administration, operations, and programs in a highly collaborative and dynamic environment. The role is very broad in scope, supporting the entire Arts District team on various programs and projects throughout the year, in addition to overseeing the day-to-day administrative functions of the office.

The Program Administrator is a highly visible role, which will work across every area of the organization and across every corner of Arts District Liberty Station. As an ambassador for the District, they will interface with the general public and the District’s 120+ arts and culture tenants. They will provide critical administrative oversight for programs, events, and fundraising efforts while managing office systems and supporting HR.

Year one priorities:

• Support special events which could include gallery openings, public community events, 25th Anniversary Celebration, etc.
• Support the selection and documentation processes for open call programs.
• Conduct a comprehensive analysis of current systems to establish and maintain organized, scalable processes for contracts, invoices, and program documentation.
• Assist with data collection and reporting for grants, program evaluations, and vendor reviews ahead of new budget cycles.

DUTIES & RESPONSIBILITIES

Office Operations & Systems Management

• Support daily office operations, including mail distribution, central email triage, and phone monitoring.
• Manage vendor relations for IT, communications, and office equipment to ensure a seamless technical environment.
• Support and maintain organized filing systems for contracts, invoices, leasing documents, and program records.
• Lead the migration and organization of files across platforms such as Google Drive and SharePoint.
• Support HR functions, including new hire onboarding, I-9 verification, and benefits administration.
• Provide technical support to the staff team working within the hardware and software of computers.

Programmatic & Event Logistics

• Provide administrative and logistical support for creative initiatives such as Installations at the Station, Emerging Artist Residencies, David G. Fleet Curator-in-Residence, and Summer Arts Fest.
• Manage the lifecycle of artist and vendor contracts, from drafting templates to execution and tracking via electronic signature.
• Coordinate and manage event logistics, including registration, booth setup/tear-down, signage, and material distribution.
• Perform routine District walkthroughs to monitor the condition of art installations and residency studios, reporting maintenance needs as required.

Executive & Stewardship

• Provide high-level administrative support to the CEO, COO, and Board of Directors, including the preparation of Board packets, agendas, and presentation slides.
• Attend Board and Committee meetings to support operations, which may include recording official minutes and overseeing meeting logistics and catering.
• Maintain the District’s annual operating plan, tracking key dates, deliverables, and strategic goals to ensure organizational alignment.
• Coordinate scheduling and file sharing for the Art in Public Places Committee and other stakeholders.

Financial Support & Tenant Relations

• Administer and track Certificates of Insurance (COI) for all tenants, contractors, and program participants.
• Administer the processing of lease agreements.
• Assist the Development team with fundraising administration, including donor data entry and the creation of thank-you letters.

Communications & Community Engagement

• Maintain the District’s Google calendars to reflect current events and tenant updates.
• Draft and proofread program communications, newsletters, and collateral to ensure they are mission-aligned and professional.
• Assist with the distribution of marketing materials and brochures to local hotels and businesses throughout the Liberty Station.
• Represent the District at public-facing events.

BACKGROUND PROFILE

• At least 3 years of proven experience in office administration, project management, or an equivalent role, preferably within a nonprofit or arts-focused environment.
• Tech-savvy with proficiency in MS Office Suite, Google Drive, and Adobe Sign, with a strong ability to troubleshoot systems. Familiarity with WordPress, Square, and donor databases like Network for Good is a plus.
• Highly organized and detail-oriented, capable of managing multiple projects, meeting tight deadlines, and establishing new administrative systems in a fast-paced environment.
• Exceptional interpersonal and collaboration skills, with the ability to communicate effectively and diplomatically with cross-functional teams, board members, and a diverse range of public stakeholders.
• A genuine passion for advancing access to arts and culture and a dedication to deepening the connection between the Arts District and diverse audiences across the San Diego-Baja region.
• A self-motivated team player with a bright, positive, can-do attitude: a people person.
• This role requires a valid driver’s license, automobile, and a flexible schedule to cover occasional evening and weekend event support.

FOR MORE INFORMATION OR TO APPLY, PLEASE CONTACT:

Alina Mitchell, Talent Specialist, Blair Search Partners
alina@blairsearchpartners.com