Operations & Administration Associate

University Of Toronto; Toronto; On-site; CAD 66,000 - 86,000; Full time

Job summary

An established institution is seeking an Operations & Administration Associate to support its Theatre and Performing Arts Department. This dynamic role involves providing exceptional client service, coordinating events, and managing administrative tasks to enhance the department's programming and operations. The successful candidate will leverage their expertise in Arts Administration and client relations to streamline processes and foster a collaborative environment. This position offers an exciting opportunity to contribute to innovative educational initiatives and engage with a vibrant community of artists and learners. Join a team dedicated to promoting diversity and inclusiveness in the arts!

Qualifications

• 3+ years of experience in a Theatrical and/or Performing Arts environment.
• Proven experience in event coordination and client liaison.
• Strong attention to detail and organizational skills.

Responsibilities

• Act as the first point of contact for departmental inquiries.
• Coordinate schedules for programs and events.
• Prepare service contracts and invoices for the department.

Skills

Arts Administration

Event Coordination

Client Service

Financial Processes

Communication Skills

Organizational Skills

Problem-Solving Skills

Attention to Detail

Education

Advanced College Diploma in Arts Administration

Equivalent Education and Experience

Tools

MS Office

Job description

Date Posted: 04/29/2025
Req ID: 42731
Faculty/Division: VP & Provost
Department: Hart House
Campus:St. George (Downtown Toronto)
Position Number: 00057670

About Us – Hart House

Hart House is a centre for experiential education outside the classroom at the University of Toronto. Since it opened in 1919, Hart House functions as a place where students, faculty, staff, alumni and broader community members connect with each other and the world. Through an array of co-curricular programming in the arts, dialogue and wellness, Hart House works with local and international partners to foster community and to create innovative learning opportunities for students. Hart House operates from a historic facility on the St. George campus and a 150-acre farm in Caledon, Ontario, offering a wide range of services through a social enterprise model that generates revenue to support its student-focused programming on all three University of Toronto campuses.

About Us – Theatre and Performing Arts Department

The Hart House Theatre and Performance Art department engages a broad array of communities in the passion, vibrancy and immediacy of theatre, music and dance as artists, learners, volunteers and audience members. Through authentic artistic partnerships that enhance inclusion, pluralism and representation, the department focuses on developing, training and showcasing youth and emerging artists seeking to create innovative opportunities for expression and exploration. Hart House Theatre and Performance programs facilitate audience engagement with offerings that inspire thought, laughter and joyous applause.

Hart House Theatre & Performance programs support educational opportunities and workshops, provide volunteer roles on and off stage, facilitate student performance opportunities, and deliver stage productions in artistic partnership with others seeking to reflect diverse stories and communities.

Your opportunity:

Reporting to the Director of Theatre and Performing Arts, the Operations & Administration Associate provides support to the Theatre and Performing Arts Department’s Programming, Client Service and Operations, in alignment with the strategic goals of the Department and Hart House’s overall strategic plan.

The position is responsible for providing front-line client service support, including, but not limited to, primary contact for general inquiries and space rental requests, facilitation of venue tours, scheduling of appointments, andresolution and/or escalation of client and vendor issues.

The position will be the Department’s administration support staff member, achieving streamlining of administration processes. The positions’ administration responsibilities and duties will include, but are not limited to, scheduling for programming and spaces, liaising with clients and other stakeholders to facilitate requirements for events and activities, andmaintaining and executing departmental administrative processes and procedures.

The position supports the Theatre’s student programming and educational initiatives, including scheduling and fee-for-service processes for workshops, classes, and consultancies. It also assists the Director and Department with financial processes, reports, and reconciliations. In concert with the Facility Department, the position will identify equipment or infrastructural items that require repair and maintenance.

With guidance and direction from the Director, the Operations and Administrative Associate supports the creation of estimates and contracts. The successful incumbent will leverage their Arts Administration knowledge and experience to provide excellent client service throughout the entire client cycle, from initial inquiry to needs assessment to post-event surveying and communications.

The position advises the Hart House Film Board as its primary Staff contact, ensuring that the internal Hart House student group adheres to policies, procedures, and structures.

The successful candidate will excel in this position by using their administration, communication, and financial skills to implement policies and procedures finely. The Operations and Administrative Associate is required to use tact and diplomacy and demonstrate an ability to handle sensitive and/or confidential material. The successful candidate will also use their experience working with students to advance the Department’s contribution to Student Life.

Your responsibilities will include:

• Acting as the first point of contact for general departmental enquiries
• Acting as the primary contact for enquiries pertaining to the use of performance spaces
• Coordinating the preparation of space, materials and equipment required for production activities
• Liaising with contacts to establish space availability and equipment required for productions
• Determininglogistical details and activities for events and/or programming
• Coordinating the schedule for program and event calendars
• Disseminating event and program-related information
• Preparing service contracts and invoices using templates, and overall supporting the department with administrative needs

Essential Qualifications:

• Advanced College Diploma (3 years) in Arts Administration and/or Arts Management, or an acceptable combination of equivalent education and experience.
• Minimum three years of experience in a Theatrical and/or Performing Arts environment.
• Proven experience in coordinating events, scheduling, and liaising with clients and stakeholders.
• Experience supporting administrative finance, including expense reconciliation and invoice tracking, among others.
• Excellent written and verbal communication skills.
• Proficiency in MS Office, including Outlook, Word, Excel, and PowerPoint.
• Demonstrated commitment to equity, diversity and inclusiveness in all work responsibilities and collaborative workplace practices.
• Demonstrable ability to work both independently and collaboratively within a team environment in a busy, deadline-oriented workplace.
• Proven initiative, creativity and problem-solving skills.
• Excellent organizational and time management skills, able to multi-task effectively.
• Strong attention to detail and accuracy in all work.
• Proven interpersonal skills in working with colleagues, students and other partners.

Assets (Nonessential):

• Experience in a University/College Theatre venue/production company is an asset.
• Demonstrated experience in providing front-line client service, handling inquiries, space rental requests, and resolving client and vendor issues is an asset.
• Experience working with student programming and educational initiatives.

To be successful in this role you will be:

• Courteous
• Diplomatic
• Meticulous
• Possess a positive attitude
• Procedural
• Team player

Notes:

• A cover letter is required to accompany your application

Closing Date: 05/19/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Dilini Perera

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.