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ADMINISTRATIVE COORDINATOR
The Ottawa Art Gallery, Ottawa, Ontario
Closing Date: 14 July 2010
The Ottawa Art Gallery (OAG) seeks a highly motivated and responsible individual to fill the key position of Administrative Coordinator.
The Administrative Coordinator assists the Director and provides administrative services to the gallery: oversees office operations; manages all aspects of membership; acts as Board liaison for meetings of the Board and Committees; contributes to special events, fundraisers, and vernissages.
QUALIFICATIONS
- Post secondary education in Arts Administration or other related field;
- Excellent writing and speaking skills in both official languages;
- Superior organizational and administrative skills;
- Excellent interpersonal skills and the ability to work both independently and in a team environment;
- Strong interest in contemporary art;
- Superior computer skills: Microsoft Office Suite (Word, Excel, Access, Power Point, Publisher); Photoshop an asset
DUTIES AND RESPONSIBILITIES
Office Support:
- Provides full administrative services to the Director;
- Offers administrative support to all staff in the preparation of grants and documents, correspondence, including proofreading and editing;
- Oversees all aspects of office operations including ordering supplies and maintenance of office equipment with a strong focus on information technologies;
- Acts as Human Resources for the Gallery: post jobs, assist with screening and interviews, applies for summer student and internship grants as needed;
- Oversees all aspects linked to administrative support contractors (office equipment, supplies and special contracts);
- Manages Gallery postage and mailing requirements;
- Oversees the distribution of Gallery publications;
- Oversees/assists with the operations linked to Gallery’s library, information database and archives;
- Responsible for responding to public inquiries made by telephone or email.
Membership:
- Maintains and updates a database of members, galleries, associations and members of governments.
- Coordinates correspondence: issue membership cards, acknowledgments and renewal letters;
- Coordinates distribution of Gallery’s Newsletter tract.
Board of Directors:
- Maintains up-to-date information pertaining to Board and committee members;
- Notifies Board and committee members of upcoming meetings;
- Prepares all documentation related to meetings including agendas, minutes and support material;
- Collaborates in the production of the Annual Report;
- Responsible for updating Gallery documents: Policies and Procedures Manual, Human Resources Manual;
- Responsible for the care of Gallery legal documents;
- Coordinates Annual General Meeting.
Special Events / Fundraisers:
- Contributes to the planning Gallery's special events and fundraisers;
- Coordinates ticket sales, registration or reception services, compiles data and provides support and follow-up.
- Oversees logistical aspects lined to Gallery events.
This is a permanent, full-time position
Start Date: As soon as possible
Salary: $32,000 to $40,000 per annum, plus benefits
To apply, please submit an application by 14 July 2010 to:
Alexandra Badzak
Director
The Ottawa Art Gallery
2 Daly Avenue
Ottawa, ON K1N 6E2
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Fax: 613-569-7660
We thank all applicants, but only those selected for an interview will be contacted.
The Ottawa Art Gallery is an equal opportunity employer.
More information about the Ottawa Art Gallery can be found at
www.ottawaartgallery.ca.
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