Administrative Coordinator

Job title: Administrative Coordinator

Job description: ORGANIZATION:

BC Alliance for Arts + Culture

DEADLINE:

ASAP

ORGANIZATION DESCRIPTION:

The BC Alliance for Arts + Culture is a nonprofit provincial organization that works to advocate, inform, connect and serve BC’s Creative Community. Our members include organizations, professional associations, not-for-profit groups, artists, and cultural workers throughout British Columbia.

The BC Alliance advocates to various levels of government on arts policy and funding, and support our membership to effectively participate in the process.

We aim to inform public awareness of the value of arts and culture. As a direct result of our initiative, the BC government has promised to double its investment to the over four years, until 2021. Another of our initiatives, the , was developed with the objective to create a provincial cultural policy framework.

Providing opportunities for networking and connecting is important to us; through our , , speaker series, and community engagement, we strive to promote dialogue, interdisciplinary networking, and foster collaboration among diverse groups across related sectors and communities, including .

The BC Alliance also provide a range of valuable services and supports for our members and for the broader BC creative community. Our members have access to a comprehensive package of benefits including group health insurance, RSP, and other group insurance policies. Members also receive discounts on products and services through our . We also offer a range of services that allow members to , post , and get discounted access to opportunities.

WEBSITE:

JOB DESCRIPTION:

The BC Alliance for Arts + Culture is seeking an Administrative Coordinator to begin as soon as possible. With excellent multitasking and organizational skills, the Administrative Coordinator is responsible for administrative and office management duties, as well as being the first point of contact for inquiries from the public. This position is full time (35 hours per week) and reports to the Executive Director.

RESPONSIBILITIES:

Front desk reception duties, including responding to email, telephone, and in-person inquiries

Supporting on-site services including orienting members with online tools and providing basic technical support

Coordinating rental of BC Alliance facilities including parking stalls and boardrooms

Managing boardroom bookings, set-up of A/V equipment and teleconferencing system, supporting boardroom renters, and physically maintaining the cleanliness and organization of the boardrooms

Assisting with coordination of workshops, conferences and special events, including booking facilities, coordinating catering and other hospitality, liaising with speakers, booking ASL interpretation and other services, and maintaining registrations

Coordination of online events and meetings using Zoom

Coordination of board meetings and materials

Maintaining physical and online information resources

Purchasing equipment and office supplies and maintaining monthly supplies expense budget

Liaising with equipment and service providers

Assisting with database management

Basic office administration, including maintaining financial reporting, processing payables/receivables, preparing outgoing payments, and in person and online banking

Maintaining correspondence and documentation of all varieties in various formats, including digital and hardcopy

Maintaining digital workspace systems such as Google Admin and Slack

Administrative support to Executive Director and other BC Alliance staff when required

Administrative support to partner organizations when required

Serves as back-up to Member Relations Manager and Communications Director in case of illness, vacation or other absence

General office coordination and facility upkeep

Liaising with building maintenance staff and Gateway Properties to ensure proper function of facility

General maintenance of kitchen including purchasing supplies and ensuring appliances are clean and operational

Maintaining phone system

Managing resource centre, lobby and public spaces

Performing other duties relevant to the smooth operation of the BC Alliance

QUALIFICATIONS:

Excellent interpersonal and organizational skills, oral and written communication skills, and impeccable attention to detail

Excellent computer and IT skills with experience in word processing, spreadsheets, databases, and file management. Experience with Zoom, Mailchimp, Squarespace or other website builders, and/or A/V equipment are all assets. Experience with providing technical support is an asset.

Event planning experience is an asset

Ability to learn new programs and applications

Ability to work independently and in a team environment

Ability to work under pressure to meet deadlines

Friendly, polite and helpful attitude, especially when dealing with public

Strong work ethic and proactive problem solving skills

Proficiency with Mac operating systems an asset

You may not meet every qualification; if you’re interested in the position, please apply anyways! We are looking for the right fit and we are interested in hearing about how you meet these criteria, and what you wish to learn.

HOW TO APPLY:

Apply by email with the subject “Administrative Coordinator – Your Name” to . Attach resume and cover letter as one PDF attachment.

At the BC Alliance we are committed to reducing barriers and promoting justice, equity, diversity, and inclusion, in our arts community and beyond. We encourage applications from people who identify as a member of an underrepresented or marginalized community-including but not limited to women, IBPOC, LGBTQIA2S+, and people with disabilities. If you choose, you may self-identify in your application, to help us consciously create opportunities for those who may have faced and/or continue to face disadvantages. This is not a requirement.

Please send any questions to .

REMUNERATION:

$40,486.68 (+ benefits and 3% RRSP contribution after three-month probationary period)

Click Here to Apply

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