Office Coordinator

Kamloops Arts Council - Kamloops, BC (30+ days ago)

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JOB DESCRIPTION

Office Coordinator

Job Title: Office Coordinator

Reports to: Executive Director / Events & Programs Manager

Apply by: May 15, 2019

Job Overview

The Office Coordinator is an essential role within the Kamloops Arts Council team. The OC is responsible for a wide variety of business administration duties to ensure office processes run smoothly. Manages daily activities, and employee and member related functions. This individual is also responsible for assisting other team members with organizing events, fundraising activities, marketing, and public relations.

Duties and Responsibilities

Office Administration

  • Welcomes visitors and KAC members by greeting them, in person or on the telephone; provides information, directs to appropriate area and responds to general inquiries.
  • Orders and maintains office supplies
  • Prepares and distributes meeting agendas and minutes
  • Assists with volunteer, contractor & employee interview scheduling and contracts
  • Coordinates events
  • Assesses effectiveness of organizational systems and provides input for improvement

Membership Management

  • Maintains membership database: data entry, running queries and reports
  • Produces and distributes weekly and monthly e-newsletters
  • Attends Membership & Marketing Committee meetings and prepares and circulates agendas and minutes
  • Administers members’ Satellite Space schedule (room bookings, maintenance support & insurance)

Fundraising Support

  • Researches funding prospects, tracks deadlines and prepares sponsorship letters/packages, as directed by the Executive Director
  • Assists with generating and responding to correspondence including thank you letters and tax receipts
  • Schedules events and volunteers
  • Sells raffle tickets at various events
  • Sets up and maintains a variety of records and files including policies and procedures and files containing confidential and/or sensitive material

Accounting & Donations Support

  • Prepares invoices
  • Receives donations, registrations and sales; prepares receipts and records appropriately
  • Prepares and submits bank deposits
  • Collects and distributes mail

Events & Programs Support

  • Accurately enters, tracks and ensures payment of event registrations, either in database or spreadsheet
  • Prepares registration packages
  • Ensures assigned aspects of events are implemented according to plans
  • Sources and/or coordinates volunteers, including assigning volunteers to specific projects/events
  • Onsite events assistance, including setup, takedown, and volunteer coordination
  • Other related duties as required

Marketing & Promotions Support

  • Attends Membership & Marketing Committee meetings and takes minutes
  • Assists in production of press releases
  • Represents the KAC at various events, trade shows, etc.
  • Organizes the production and ordering of posters, signage, brochures and other collateral
  • Website & social media – keeping the website up to date and posting regularly on Twitter, Facebook and Instagram

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Working Conditions

  • Primarily working in a small office setting. Requires sitting for long period of time.
  • Extensive use of computer and office equipment; prolonged exposure to computer monitor
  • Some tasks require in-town travel and occasional work in a variety of weather conditions
  • Requires incidental overtime and/or working non-standard hours

Requirements

  • Ability to plan, organize, and effectively manage workload with multiple priorities and demands
  • Detail- and deadline-oriented
  • Ability to exercise considerable independent action with proven ability to work as part of a team
  • Excellent organizational and time management skills
  • Excellent computer skills; familiar with Microsoft Office applications, including Excel plus email marketing software
  • Experience using databases, including running queries and reports
  • Experience handling cash
  • Able to communicate effectively, both verbally and in writing
  • Strong customer service skills, ability to use tact and diplomacy when dealing with members and the public
  • Ability to operate office equipment such as photocopier, printers, phone, etc.
  • Ability to lift up to 25 kg on a regular basis

Assets

  • Passion for the arts
  • Love of planning events
  • Graphic design skills (Adobe Creative Suite / Mac platform)
  • Experience working with non-profits
  • Valid driver’s licence
  • Bookkeeping experience
  • 2 years minimum previous experience in a similar role

Job Type: Part-time