Assistant – Administration Job Posting
Organization
The West Kootenay Regional Arts Council (WKRAC) is a registered charity and non-profit organization located in Nelson, BC, established in 1980. As an arts-service organization, WKRAC is dedicated to arts and cultural development in the region by supporting local arts councils and arts and culture organizations in their work. WKRAC produces several annual projects such as ARTiculate magazine, the Kootenay Festival and Events Brochure, Kootenay Arts E-Bulletin, and co-ordinates educational workshops and events. In addition, WKRAC manages the operations of the Columbia Kootenay Cultural Alliance (CKCA) committee, distributing arts and culture funding on behalf of the Columbia Basin Trust through an annual contract, and management of the annual Columbia Basin Culture Tour.
The work environment is that of a small administrative structure in the non-profit arts sector. This means that all staff will occasionally be asked to cross-train and be willing to get involved outside their normal work area. Although the office is steady year round, there are some seasons of the year where there are multiple projects and key deadlines. At these times the work demands can be varied and intense, so flexibility and a can-do attitude are essential.
Websites
wkartscouncil.com
kootenayartsebulletin.wordpress.com
basinculture.com
cbculturetour.com
Summary
Working under the direction of the WKRAC/CKCA Executive Director, the Assistant – Administration is the key full-time office support staff position, providing administrative and clerical support to the ED, board, other staff, and contractors to ensure the smooth operation of WKRAC/CKCA.
The Assistant – Administration must have exceptional computer and database management skills, excellent oral and written communication skills, be very detail oriented, able to follow direction and able to meet deadlines. The successful candidate must be highly self-motivated, flexible, adaptable, and extremely organized. You possess good time management skills, with a demonstrated ability to manage multiple projects, tasks, and priorities. You are a team player who is mature, shows initiative, acts with discretion and good judgement, and maintains confidentiality. We require staff to be trustworthy, willing to learn, and be comfortable making position appropriate decisions.
This position requires an individual with a minimum of 5 years’ experience and post-secondary education relating to business administration, office and clerical work (or the equivalent training combined with experience). A demonstrated interest in, understanding of, and appreciation for the arts is an asset.
Primary Responsibilities include (but are not restricted to)
- Reception, including: first point of contact for phone, e-mail and walk-in inquiries; answering questions & providing information about current projects and activities; directing inquiries, processing registrations and making appointments
- Responsible for all aspects of database and contact management using Access and Blackbaud/GIFTS Online Grant Management System, ensuring records are accurate, proofed, and updated regularly, including: applicants, grantees, membership, project registrants
- Responsible for organizing and maintaining filing system, files and physical records – ensuring files are well organized and old files archived / destroyed as required or scheduled
- Processing of CKCA grant documents including: data entry, word processing, proofing, spreadsheets, scanning, copying & filing
- Creating mail merges using Word and Access; creating Excel budget spreadsheets
- Office communication, correspondence, mass mail outs, and finance support, including: managing incoming and outgoing mail; board correspondence; meeting minutes; writing and proofing documents; monitoring and following up on payments; managing payments and bank deposits; processing invoices, grant reports, event listings and registrations
- Assisting grant applicants and grantees with basic inquiries re: funding programs, application procedures, troubleshooting online applications, reporting requirements
- Organizing meetings, including: attendance, room bookings, meals, hotel accommodation, taking minutes
- Maintaining a well-organized and clean office environment (including vacuuming, garbage and recycling), ordering office supplies
Activities may also include assisting with marketing, social media and execution of projects (new and ongoing) as well as performing other duties as they arise.
Qualifications and Attributes
- Min 1 year of post-secondary business admin, office and computer education (or equivalent training), plus a minimum of 4 years of relevant office experience
- Touch typing speed of at least 60 wpm is essential
- Exceptional computer skills using Microsoft Office Suite (Word; Excel; Access; Outlook) at an intermediate to advanced level
- Possess excellent organizational skills and careful attention to detail
- Possess excellent communication skills & proficiency in writing and spelling
- Must be positive, self motivated, detail oriented and resourceful self-starter
- Solution-driven with the ongoing desire to make things more effective and efficient
- Strong communication / customer service skills
- Excellent time management skills and demonstrated ability to manage multiple projects and priorities
- Demonstrated ability to follow direction, meet deadlines, and to work both independently and collaboratively in a team environment
- Driver’s licence and access to a vehicle is a strong asset
Working Conditions / Physical Demands
- Work will primarily occur at the WKRAC / CKCA office in Nelson
- The office is located on the second floor of a building without an elevator
- Work includes making some deliveries and pick-ups as needed (mail, bank deposits, getting cheques signed, shipping, large mail-outs, etc.)
- Occasional lifting of boxes of documents is necessary
- Occasional weekend or evening work, as well as some travel within the Columbia Basin region, (as needed) will be required to attend meetings and events
Conditions of Employment
- Have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations
Remuneration
$20.50/hour; 4% vacation pay; 35-hour work week (approx.); extended health benefits
Number of hours per week estimated – based on current year funding and contracts – subject to change
The Assistant – Administration is an employee of the West Kootenay Regional Arts council (WKRAC). Their services are contracted to the Columbia Kootenay Cultural Alliance (CKCA), and some work on WKRAC projects will also be required.
How to Apply
Applicants must electronically submit a cover letter (explaining why you would be a great fit for the position), resume and three work related references, according to the following guidelines:
- PDF or MS Word format only, with your COVER LETTER, RESUME and REFERENCES in the same document
- Put the title of the job you are applying to, followed by your name in the subject line
- E-mail to: wkrac@telus.net
Deadline for application is March 31, 2018, but WKRAC reserves the right to hire the right person as soon as we meet them, so apply soon!
We thank all applicants in advance for their interest, however, only those candidates selected for an interview will be contacted.
