Job Posting: Administrator
Position: Administrator (contract position)
Project: Blue Cabin Floating Artist Residency
Reporting to: Blue Cabin Managing Director
Hours: 10 hours per week. Some evening and weekend work. Flexible schedule. Home office.
Start date: November 30, 2021
Application Deadline: October 31, 2021 @ 5:00pm
The Blue Cabin Floating Artist Residency (BCFAR) is a collaboration between grunt gallery, Other Sights for Artists’ Projects and Creative Cultural Collaborations. The collaborating organizations have formed the Blue Cabin Committee to oversee the ongoing management of the BCFAR in collaboration with the Blue Cabin Managing Director.
About the Blue Cabin:
The BCFAR provides artists with a unique opportunity to live and work in a completely restored and outfitted heritage cabin/studio with deep historical roots in both the foreshore past of North Vancouver on the West Coast of British Columbia and the early years of Vancouver’s contemporary art scene. Situated on a floating platform and anchored in a marine environment, the residency features a state of the art, self-sustaining “tiny house” as accommodation. Responding to the unique environment, landscape and heritage of the region, the BCFAR will be a central feature of the selected artists’ experience. This is an artist–centred residency space that welcomes local, regional and national participants as well as international guests.
The BCFAR is open to artists in all disciplines and supports creative development of all kinds, for artists at all stages of their careers. It is intended to support artists who wish to undertake research, reflection, contemplation, production or presentation activities. Artists are asked to propose a program of public engagement as the only outcome required of the residency.
General Description of the Position:
As an administrator you will work closely with the Managing Director to organize and maintain the daily administrative operations of the BCFAR. Duties will include: maintaining Blue Cabin residency, rental and facilities calendars; assisting with invoicing, contracting and bookkeeping; preparing agendas and drafting meeting minutes for all Blue Cabin related committees; preparing correspondence and completing follow ups on behalf of the Managing Director and Fundraising Committee. Preparing support documents for Blue Cabin fundraising and grant reporting. Liaising with the BCFAR Residency Coordinator and the Communications Coordinator for upcoming residencies and additional programmed events. Assisting with budgeting and tracking expenses, grant preparation and writing. Assisting with society structures research. This contract position is a dynamic role that connects to all aspects of Blue Cabin operations. The Administrator is responsible for day to day administration of the BCFAR, they report directly to the Managing Director.
- Develop and maintain BCFAR facility, residency and programming calendars
- Develop, organize and maintain the Blue Cabin’s administrative file management system
- Draft meeting agendas, minutes and action items for the multiple BCFAR committees (Steering, Programming, Facilities, Site Relocation, Fundraising, etc)
- Assist with invoicing, expense tracking, and budgeting
- Liaise with the bookkeeper for monthly/quarterly reconciliation
- Work with the Managing Director to provide budgets and expense reports when needed
- Prepare residency facility rental contracts, and other general programming contracts
- Work with Managing Director to prepare fundraising applications and grant reports
- Work with Managing Director to research alternative org/society structures
- Complete follow up administration on behalf of programming and fundraising committees
- Work with communications team, ensuring BCFAR online content is up to date.
- Work with the Residency Coordinator to assist with programming administration tasks
- Update and maintain the Blue Cabin Residency Manual & Facilities Manual
Required Skills and Education:
- Strong familiarity with arts administration.
- Good understanding of artist-run culture.
- Preferably, a post-secondary education in an arts related program or a project management program.
- Familiarity with budget and expenses tracking and bookkeeping
- Strong written and oral communication skills.
- Strong organizational skills, ability to identify and prioritize tasks with minimal supervision, work independently, and take initiative.
- Experience in developing and maintaining organizational/administrative systems
- Working knowledge of social media, e.g. Facebook, Instagram and mass email systems.
- Resourceful, hands-on and pro-active.
- Proven ability to act in an assertive but professional manner and to represent oneself and an organization in a positive manner.
- Ability to work at and on occasion travel to multiple sites throughout the Lower Mainland.
- Ability to work flexible hours.
Business Ethics and the Workplace:
- Must promote and set the example for ensuring a friendly, courteous, respectful and professional work environment.
- Must maintain confidentiality of all personal, private, and professional information obtained within the course of employment.
- Must not accept any gifts, loans or anything of value from any individuals with whom contact is had during the course of employment.
To apply: Please send cover letter and resume to email@example.com
Application Deadline: October 31, 2021 @ 5:00pm