Job (Edmonton) Part-Time Paid Administrator – Walterdale Theatre Associates

Theatre Alberta; Edmonton; On-site; CAD 22,000 - 33,000; Part time

Job summary

Walterdale Theatre Associates in Edmonton seeks a part-time Paid Administrator to manage day-to-day operations, handling calls, emails, and board communications. The role includes bookkeeping, invoicing, audits, and grant support, plus ticketing, brochures, and CMS website updates.

The Administrator also maintains the theatre calendar, liaises with board members, volunteers, and the public, and ensures harmonious operations. 20 hours/week with some flexible scheduling.

Qualifications

• Proficiency with Simply Accounting and Excel.
• Experience with Content Management Systems for updating the website.
• Demonstrated success in managing an office or leading a team.
• Strong interpersonal, verbal and written communication skills.
• Proven ability to work well in a team.
• Self-discipline and ability to self-manage.
• Good judgment and strategic decision making abilities.
• Excellent organizational and time-management skills, including meeting tight deadlines.
• Interest in working with creative and collaborative teams.
• Knowledge of Arts organizations or not-for-profit groups.
• A diploma or degree in Arts Administration would be an asset.

Responsibilities

• Manage day-to-day theatre operations.
• Handle phone calls and emails and route information to the Board or committees.
• Oversee bookkeeping, invoicing and reports for Treasurer and audits.
• Assist with ticketing, brochures and event logistics.
• Maintain website updates and member communications.
• Monitor building status and report issues to the Board.
• Represent the theatre to the public and foster community relations.

Skills

Simply Accounting

Excel

Content Management Systems

Interpersonal skills

Verbal and written communication

Teamwork

Time management

Decision making

Arts administration

Education

Arts Administration diploma/degree

Tools

Simply Accounting

Content Management Systems

Job description

The Virgin Trial

Alberta Theatre Projects

Directed by: Glynis Leyshon

Written by: Kate Hennig

Actors Pictured: Nigel Shawn Williams, Jamie Konchak, Emma Houghton, Conrad Belau & Sarah Orenstein

Set Design: Scott Reid.

Lighting Design: David Fraser

Costume Design: Heather Moore

Photo: Benjamin Laird

Photo Credits

Job (Edmonton) Part-Time Paid Administrator – Walterdale Theatre Associates

Closing Date: October 31, 2014

Walterdale Theatre is one of the longest running theatre companies in Western Canada and is embarking on its 55th season of community-driven theatre. Walterdale is located in the heart of Old Strathcona and housed in an historic 1910 firehall. Since 1958 Walterdale has produced a variety of performances including dramas, musical theatre, comedies, one act festivals, play readings and much more. With the exception of a paid Administrator, Walterdale Theatre is run exclusively by volunteer members. Walterdale Theatre is a vital part of Edmonton Theatre, culture and heritage and has received many awards for its contribution to the community.

Walterdale Theatre is Seeking a Part Time Administrator

As Administrator you will be responsible for the day to day operations of the theatre. This will include receiving phone calls and emails and responding to questions on behalf of the Board if applicable or forwarding the information on to the applicable Board or committee member. The Administrator will work closely with the President and Artistic Director of Walterdale as well as the other Board members.

One of the major duties of the Administrator is to do the daily bookkeeping which would include using Simply Accounting or another appropriate bookkeeping system, receive invoices, generate cheques and reports for the Treasurer and gather information for the yearly audit and grant applications.

The Administrator will help the Board carry out its duties by facilitating the transfer of information, aiding Board members as appropriate and performing tasks which are better served by the Administrator. Such tasks may include the making and printing of tickets and brochures, working with TIX on the Square, counting floats and proceeds, tracking donations and members, and generating tax receipts and thank you letters.

The Administrator will regularly update the website information about shows and post any relevant articles or information from the Board. The Administrator will also be responsible for sending any requested information to the membership via email or mail.

In addition to these duties the Administrator should monitor the status of the building and its functions, take care of any small issues and report any larger issues to the appropriate Board member.

The Administrator will be seen as one of the public faces of the theatre and will facilitate good relations with the community at large. In addition, the Administrator ensures harmonious working relationships among the various volunteer members that enter the buildings. In that regard, the Administrator monitors the calendar of events and the booking of various rooms in the building.

The Administrator will be expected to work 20 hours/week. The times are flexible and negotiable however 15 of those hours should be between 9am-5pm on weekdays for at least 3 hours at a time and no less than 3 days a week. It will be expected that the Administrator attend all Board meetings and give a written report. It can be expected that there will be times during the season that will require more time at the theatre and at other times significantly less. It would be expected that the Administrator monitor his or her time accordingly during these times and report, in advance, of any times that he/she will not be at the theatre during regular office hours and how that time will be spent elsewhere. Walterdale Theatre recognizes the right of the Administrator to have other employment at the same time if the Administrator chooses to and if it does not conflict with his/her duties at the theatre.

Preferred Qualifications

• Knowledge of computer programs such as Simply Accounting and Excel
• Experience with Content Management Systems for web updating
• Demonstrated success in managing an office or a leading team member of an organization
• Strong interpersonal, verbal and written communication skills
• Demonstrated success in team work
• Strong self discipline and the ability to self manage
• Sound judgment and strategic decision making abilities
• Excellent organizational and time management skills, including the ability to work to tight deadlines and sudden changes without getting flustered
• A desire to work with creative and collaborative teams
• Knowledge of Arts organizations or not-for profit groups
• A diploma or degree in Arts Administration would be an asset
• Walterdale will offer a competitive wage based on experience.

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