Job Posting

Membership and Administration Coordinator

Job Posting: Membership and Administration Coordinator, Ontario Museum Association (OMA), Toronto
Deadline for Applications: Wednesday, February 24, 2016

Job Description:

The OMA Membership and Administration Coordinator provide key program and administration support services to the members, Council, and staff of the Ontario Museum Association. Responsibilities focus on the annual Membership program and its related bookkeeping, support for the delivery of the Professional Development program, and the OMA Annual Conference. The Membership and Administration Coordinator must have the ability to multi-task and set priorities day-to-day and enjoy working in a small and dynamic team environment. This position requires a high degree of administrative and organizational skills, self-motivation, maturity, professionalism, initiative and creativity. Reporting to the Executive Director, this position also works closely with the Professional Development Program Manager, the Communications and Operations Coordinator and the bookkeeper. *See detailed responsibilities on page 2.

Experience and Education Requirements

  • Prior working experience with membership and professional development programs in the cultural, non-profit, and/or associative sector
  • University degree, college diploma or certificate, in the non-profit, cultural management or other related associative fields
  • Previous administrative or technical experience in an Ontario museum or heritage organization is an asset

Skills Requirements

  • Excellent proficiency in English (with French an asset), both written and verbal
  • Solid experience with Membership Database and programs (MS Access, online Member Management Systems, Learning Management Systems or other fundraising programs)
  • Basic knowledge of Drupal online web content management system
  • Proficiency with Microsoft Office (Word, Excel, PowerPoint, Publisher)
  • Experience and understanding of Social Media platforms and Mailchimp
  • Adobe Suite (Dreamweaver, In-Design, Illustrator) an asset
  • Simply Accounting an asset

Other Job Requirements and Assets

  • Occasional off site evening and weekend work is required (with advance notice provided)
  • Ability to travel in Ontario for annual conference, on occasion for other events required
  • HTML/CSS coding an asset
  • Bilingualism (English/French) an asset
  • Valid Ontario driver’s license an asset

General Office Equipment Technical Experience

PC computers, printer, photocopier, digital projector, credit card processing machine, postage meter

Reporting and Supervision Relationship:

The position of Membership and Administration Coordinator reports and supports the OMA Executive Director.

This position will suit a candidate with previous customer service experience, impeccable organizational skills, ability to set priorities for day-to-day work and manage multiple tasks in a fast- paced environment, with a professional appearance and phone manner, strong attention to detail and excellent communication skills. The OMA Secretariat is a small, dynamic and creative working environment where flexibility to fulfill duties as assigned is required.

A competitive salary, good benefits and generous vacation time are offered.

To apply:

Please send your cover letter and resume describing your interest, availability (start date) and the applicability of prior experience- including two professional references- indicating Membership and Administration in the subject line to: coordination@museumsontario.ca

No phone calls please.

While we thank all applicants, only short-listed candidates will be contacted.

Deadline for application is Wednesday February 24, 2016 at 5:00pm

*Detailed Responsibilities:

OMA Membership Coordination

  • Provides front-line service to OMA members, Council members and related stakeholders
  • Coordinates and delivers annual membership program to OMA business standards using a database (i.e. recruitment and development, renewal, payment and receipting, invoicing, reporting, follow-up and appreciation)
  • Produces financial reports related to membership
  • Assists with professional development programs as required, including registration, receipting, participant kit preparation and distribution, and communications with Professional Development Program Manager and course directors
  • Approves member listing content online and ensures that museum listings are up to date

Administrative

  • Ensures the orderly operation of the OMA office on a daily basis
  • Assists with the coordination of Council and committee meetings
  • Records minutes at OMA Council and committee meetings and at the Annual General Meeting
  • Trouble-shoots and maintains office workstations and networks on a regular basis
  • Coordinates maintenance of office equipment and liaises with suppliers
  • Maintains and orders office supplies
  • Maintains and ensures back up of all administrative functions and records
  • Accurate coordination and maintenance of all OMA files and records (e.g. financial), including archiving
  • Maintains communications platform updates (WebEx) for OMA Secretariat and Council
  • Supports the preparation and delivery of grant materials and applications as required

OMA Annual Conference and Awards of Excellence

  • Supports the coordination and delivery of the Annual Conference (coordinates registrations, receipting and delegate kits)
  • Supports the Awards of Excellence Program (coordinates production of certificates for Certificate in Museum Studies graduates and Awards for Awards of Excellence recipients)

Financial

  • Maintains daily updates and coordinates bi-monthly financial files with bookkeeper
  • Prepares, records and makes deposits
  • Maintains petty cash
Application Deadline: 
Wednesday, February 24, 2016
Type of Work: 
Full Time
City: 
Toronto
Province: 
Ontario
Education Level: 
University (Graduate)
Languages: 
English
Travel: 
No
Prefered Method(s) of Application: 
By E-Mail

Employer Details

Ontario Museum Association

Marie Lalonde
50 Baldwin Street
Toronto, ON M5T 1L4
Canada

The Ontario Museum Association is the leading cultural organization ensuring a relevant and sustainable museum sector in the province for the benefit of Ontario residents and our global community.