Job Description
Employment Opportunity
Position Title: Office Administrator
Start Date: August 28, 2023 (negotiable)
Wage (hourly): $24.00 + benefits
Duration: One-year term with option for renewal
Hours: 37.5 hours per week
Location: Dawson City, Yukon
APPLICATION DEADLINE: Monday, July 31, 2023 at 11:59 p.m. (Yukon Time)
Are you an energetic, organized, people person who is passionate about supporting the success of a cultural and artistic hub in the Yukon? The Klondike Institute of Arts and Culture is seeking its next
Office Administrator.
Reporting directly to the Operations Director, the Office Administrator is the first point of public contact and works closely with all staff to ensure smooth and effective operations of the organization. As Office Administrator, the employee ensures the day-to-day operations, undertaking a broad range of front of house administration, financial administration, facility administration and promotional administration.
The Office Administrator must be highly organized, self-motivated, professional, personable and able to work independently and cooperatively in a dynamic environment. The successful candidate must have excellent written and oral communication skills, and demonstrated experience in an administrative setting.
Scope of Duties and Responsibilities
Reporting to, and under the direction of, the Operations Director:
● Provide KIAC front office reception and response to requests for information and assistance in person, by telephone, and email
● Administer KIAC financial systems including purchase orders, invoices, event floats, petty cash handling and managing the point-of-sale system (Square) to take payments and prepare weekly deposits and reports
● Provide general and program specific administrative support including but not limited to, newsletter design, activity calendars, website updates, word processing, advertisements, information posters and social media promotions
● Administer program registrations, submissions and payments including, but not limited to, courses, special events, festivals and youth programs
● Maintain KIAC membership database, membership recruitment and sales
● Maintain KIAC newsletter mailing list and prepare weekly email newsletter
● Maintain KIAC administrative filing systems, both digital and hardcopy
● Assist staff with volunteer management, recruitment and retention
● Coordinate, promote and register vendors for the Summer Artist Markets
● Responsible for mail handling & distribution
● Responsible for inventory and ordering of office supplies, cleaning supplies, operational supplies and other general equipment and program supplies
● Maintain inventory and control of keys
● Responsible for facility and equipment rentals, including creating contracts and invoices, hosting orientations and follow up with renters, and managing cleaning and damage deposits
● Maintain kitchen space, including supplies and laundry
● Assist with day to day building upkeep including garbage, recycling and compost removal and coordinate with Property Management services for building repairs and snow removal
● Schedule and ensure basic standards with Custodial Services
● Assist with building upkeep and event or course related movement of tables and chairs or set-up/takedown of equipment.
● Perform other duties as approved by the Operations Director
Essential Qualifications
● Office administration experience with the ability to develop and maintain effective processes and procedures
● Exceptional organizational skills with a strong attention to detail and documentation
● Excellent time management with the ability to work independently as well as cooperatively
● Excellent interpersonal skills and ability to deal effectively with the public
● Ability to troubleshoot and problem-solve
● Strong communication skills
● Willingness to continually develop intercultural competence, building knowledge, skills and communication that are effective and appropriate for interactions and collaborations
● Digital literacy and experience with word-processing and spreadsheets, preferably Google Suite (Gmail, Docs, Sheets, Drive)
● Experience with design and promotional software, such as Canva, Adobe Suite and Mailchimp
● Experience with website and social media platforms, such as WordPress, Facebook and Instagram
● Ability to process payments, create invoices, manage petty cash, issue purchase orders and maintain floats using a point-of-sale system, such as Square
● Ability to lift and carry up to 20 lbs
Additional Assets
● Arts and/or culture related education or experience, and interest and experience working in a community-based not-for-profit environment.
● Experience administering registration and payments for events and/or community programming
● Understanding and experience using basic bookkeeping and financial administration standards and procedures, or a willingness to learn.
● Knowledge of Dawson City, Klondike and Yukon history and awareness of local and regional community agencies and current events and activities, especially related to arts and culture and not-for-profit organizations.
● Knowledge, understanding and appreciation of Tr’ondek Hwech’in culture
● Knowledge of Klondike Institute of Arts and Culture (KIAC) operations and programming goals.
KIAC is committed to providing equity in its presentation, programming and employment for individuals who face systemic barriers. We encourage and prioritize applications from people from diverse backgrounds and identities.
To apply, please email or drop-off your cover letter and résumé by 11:59 p.m. on July 31, 2023 to:
KIAC Hiring Committee hr@kiac.ca
902 2nd Avenue Dawson City, YT.
867-993-5005
Please indicate in the subject line: “[Your Name] Office Admin Application”
Job Type: Full-time
Salary: $24.00 per hour
Benefits:
- Dental care
- Extended health care
Schedule:
Ability to commute/relocate:
- Dawson, YT Y0B 1G0: reliably commute or plan to relocate before starting work (required)
Work Location: In person
Application deadline: 2023-07-31
Expected start date: 2023-08-28
Apply
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