AI Knowledge Assistant Project Support

AI Knowledge Assistant Project Placement

• Application Deadline: Tuesday, September 2nd, 2025, at 4:00 PM ET
  (Applications will be reviewed on a rolling basis until the position is filled—apply early!)
• Contract Dates: Monday, September 8, 2025 – Friday, December 19, 2025 (approx. 15 weeks)
• Hours: Flexible schedule, minimum 1 day per week (150-hour commitment)
• Location: Hybrid (remote considered)
• Compensation: Placement honorarium or course credit (if through academic program)

Who is STEPS Public Art?

STEPS Public Art is an award-winning Canadian charity and social enterprise. We transform public spaces through public art plans, installations, and engagement strategies in collaboration with diverse artists, partners, and communities. We envision a world where art fosters inclusive, connected, and welcoming public spaces.

Our main office is based in the Ancestral Wendat territory and the shared territory of the Anishinaabeg and the Haudenosaunee, covered by The Dish With One Spoon treaty, and later, Treaty 13 signed with the Mississaugas of the Credit, and the Williams Treaties signed with multiple Mississaugas and Chippewa bands. STEPS is committed to cultivating safe spaces for Indigenous voices to be heard.

The Opportunity

This fall, STEPS will develop and launch a Gemini-powered AI Knowledge Assistant integrated with Google Workspace. This internal chatbot will help staff quickly:

• Access operational and HR policies
• Draft proposals, workplans, and calls for artists
• Reference Canadian charity and nonprofit compliance rules
• Pull deadlines, metrics, and reporting from Google Drive, Calendar, and Sheets

We are seeking a Fall 2025 Placement Student to support the build and rollout of this transformative tool. The role will provide overall project support to the Executive Director (project lead) and work closely with the Operations Manager and Program Director.

Key Responsibilities

Drive Content Organization

• Organize and maintain a structured Google Drive knowledge base of policies, procedures, templates, and sector best practices
• Apply consistent file naming conventions and metadata for search optimization
• Create brief “index” documents summarizing the content of each folder

Document Preparation

• Collect and upload key internal documents from staff
• Source and store external compliance resources (CRA, ESA, OHSA, AODA, Imagine Canada, etc.)

Prompt Library Development

• Adapt and refine a ready-made prompt library for STEPS’ specific needs
• Test prompts in Gemini to ensure accurate document retrieval and drafting

Testing & Feedback Coordination

• Facilitate a beta testing period with staff
• Compile feedback on accuracy, usability, and content gaps
• Recommend adjustments to document structure, prompts, or workflows

Project Documentation

• Maintain a change log of document updates and chatbot improvements
• Support creation of a staff usage guide for the chatbot

Skills & Qualifications

Required:

• Strong organizational skills and attention to detail
• Comfort working in Google Workspace (Drive, Docs, Sheets, Calendar)
• Ability to learn and adapt to new digital tools quickly
• Clear written communication skills
• Self-motivated and able to manage tasks independently

Assets (nice to have):

• Experience with AI tools (Gemini, ChatGPT, or similar)
• Familiarity with nonprofit/charity operations and/or the Canadian arts sector
• Understanding of information architecture or knowledge management
• Interest in public art, community engagement, or arts administration

Placement Benefits

• Hands-on experience implementing an AI knowledge management tool in a national arts nonprofit
• Exposure to operational, HR, and project management systems in the creative sector
• Mentorship from senior staff in digital tools, workflow design, and nonprofit operations
• Opportunity to contribute to a transformative organizational initiative that will support STEPS for years to come
  
  

Application Process

Interested candidates are invited to apply via the STEPS Placement Page Portal by Thursday, September 4, 2025, at 4:00 PM ET with the subject line:

Please emphasize your relevant experience as they pertain to this specific role when answering the application portal questions, as well as provide information on your academic program and placement course requirements (if applicable)

Due to high application volumes, only shortlisted candidates will be contacted for an interview via video conferencing.

STEPS is Committed to Diversity and Inclusion

We welcome applications from all qualified individuals legally able to work in Canada, representing diverse backgrounds, identities, and perspectives. We especially encourage applicants from equity-deserving communities, including those who identify as Indigenous, Black, people of colour, newcomers, disabled, and/or LGBTQQIP2SAA+.