Job Title: Heart Gallery Coordinator (FT)

Reports To: Heart Gallery Program Manager

Location: Austin, Texas (Hybrid)

Salary: $48,000 - $50,000 (commensurate with experience)

Applications will be accepted through October 22, 2025. Early applications are encouraged, as interviews may be scheduled on a rolling basis and the position may close early if filled.

We are looking for an enthusiastic and organized person to join our team in a full-time capacity as a Heart Gallery coordinator. The Heart Gallery Coordinator plays a vital role in advancing the mission of the Heart Gallery of Central Texas, a program of Partnerships for Children. This position is responsible for building community connections, coordinating exhibits, and ensuring that the stories of children in foster care are shared with dignity and impact. The coordinator will work closely with local businesses, organizations, and volunteers to install, maintain, and promote Heart Gallery exhibits, while also serving as a representative of the program in the community. The coordinator is part of a collaborative team and works closely with and reports to the Director of Heart Gallery.  

Benefits:

  • Competitive salary
  • Hybrid work environment
  • Generous healthcare benefits (100% employer-paid premium for employee coverage for medical and dental)
  • 401(k) plan with employer match.
  • Paid time off and holidays.
  • Monthly Wellness Day for self-care and $50 wellness stipend
  • Opportunities for professional development and growth within the organization.

Responsibilities:

Photography
  • Archiving, tracking and documenting all needed data related to photos, ensuring data security and confidentiality.
  • Ordering prints and canvases and managing vendor invoices and payments.
  • Onboard new volunteer photographers throughout the year, ensuring proper clearances are obtained and providing regular communication to support photographers as needed for photo shoots.

Coordination 

  • Schedule Heart Gallery photo shoots in close partnership with Texas Departments of Family & Protectives Services case workers, volunteer photographers, caregivers, and Heart Gallery liaison
  • Assist in coordination of logistics around photo shoots and Forever Families segments with local KVUE news partners.
  • Assist in the coordination of portrait exhibits, including set up and take down, across the Austin metro area.
  • Support other Heart Gallery and PFC special projects including, but not limited to, adoption match parties, Adoption Day festivities, case worker appreciation, and other projects as needed.
  • Represent Heart Gallery and PFC at partner events, coalition meetings, and other engagements as needed.

Data & Web Management

  • Using CRM, track children in the program who need photos taken or updated, and all relevant data for exhibits.
  • Ensure proper and secure sharing of photos to case workers for use in the state adoption database (TARE)
  • Assist with the development and maintenance of cloud storage
  • Maintain all program data and reporting in CRM (Airtable) and project management software (Asana)
  • Develop and manage content for social media postings on program pages
  • Maintain Heart Gallery website pages and YouTube channel

Requirements:

  • Knowledge and experience using CRM software such as Airtable, and willingness to learn new tools as needed.
  • Experience with website content updating.
  • Proficient computer skills, including but not limited to Microsoft 365, Canva, Social Media platforms, Content Stack, Zoom
  • Bachelor's degree in fine arts, social work or other related fields preferred.  
  • Access to a reliable vehicle and ability to travel throughout the Central Texas area.
  • Ability to lift up to 25 lbs of display and exhibit equipment.
  • Experience managing logistics and other project management tasks.
  • Flexibility to work occasional evenings and weekends as needed for events; hybrid work includes a minimum of 2 onsite days a week.
  • Excellent communication and organizational skills.
  • Experience working with families connected to child protective services is a plus.
  • Strong problem-solving skills and ability to work well under pressure.

To be successful in the position, it is important to have strong interpersonal skills, with an ability to work respectfully, collaboratively, and effectively within a team environment. You enjoy details and can prioritize tasks so that you can get high-quality projects to completion. You’re innovative, a natural problem solver and self-motivated, adaptable, and feel comfortable working both independently and as part of a team.  

We strongly encourage members of traditionally underrepresented communities to apply, including people of color, LGBTQ+ identified people, people of marginalized genders, individuals with disabilities, veterans, and people who speak a language in addition to English.

To Apply: 

Please submit a resume, cover letter, and three professional references to jobs@partnershipsforchildren.org. Use “Heart Gallery Coordinator” as the subject line for the email.