The Toronto International Festival of Authors (TIFA) at Harbourfront Centre inspires and empowers book lovers with a breadth of bold, ambitious and accessible literary experiences. As Canada’s largest literary festival, the charitable organization provides engaging opportunities to meet, hear and learn from the world’s best contemporary writers and thinkers, and to celebrate the power of stories. Since 1974, TIFA has presented over 9,500 authors, including 22 Nobel Laureates, who represent diverse perspectives and a range of literary genres for all ages. TIFA's creative programmes continue to adapt to changing times, capturing the most innovative and enlightening forms of storytelling, on stage and online. Alongside the flagship Festival, TIFA delivers a year-round programme of events and activities that reflect Toronto to its residents, its literature to the nation, and its creative ambition to the world. TIFA will celebrate the 42nd edition of the Festival on October 20–31, 2021. To learn more about us, visit www.festivalofauthors.ca.
We are currently looking to bring on board a collaborative Finance & Administrative Coordinator with strong organizational and time management abilities, an impeccable eye for details, and a positive and professional demeanor.
Position Title: Finance & Administrative Coordinator
Department: Toronto International Festival of Authors (TIFA)
Reporting to: TIFA Deputy Director
Type of Employment: 18-month contract to cover a parental leave,with an April 2021 start date
Hours of Work: 35 hours per week
Job Location: Toronto
Summary of Function:
The Finance & Administrative Coordinator is responsible for providing administrative support to help ensure the efficient operation of the TIFA office, its day-to-day administration and financial operations, as well as Patrons and Supporters administration and Tessitura database upkeep. This role also liaises with Harbourfront Centre's finance department regarding any immediate financing or bookkeeping concerns. Key areas of focus are preparing and reconciling TIFA’s finances, securely processing authors and invited guests' honorariums for various events throughout the year, and assisting the TIFA team as required.
Duties:
Finance & Bookkeeping
- Accounts Payable: Prepare and issue cheque requisitions for daily expenses and authors honouraria/fees.
- Accounts Receivable: Process deposits, import payments into Tessitura, send revenue reports to finance department.
- Request invoices from Harbourfront Centre’s finance department.
- Maintain and track budgets, year-end, invoices, deposits, reconciliations and cheque requisitions.
- Prepare cash advance and credit card reconciliations.
- Work with Director and Deputy Director to prepare cost analysis of Festival and fiscal year-end.
- Assist Deputy Director with year-end finance activities.
- Assist Deputy Director with maintaining financial records, prepare reports, budgeting, analysis, monitor and reconcile department budget, maintain and develop tools or models for budget tracking of programmes.
Development/Grants
- Assist the Development Coordinator with financial reporting.
- Work with the Development Coordinator to create tools to monitor cash flow for existing grants.
Patrons & Supporters
- Process donations from donors, members and patrons.
- Ensure patron and individual giving activity is tracked in Tessitura.
- Provide Director and Deputy Director with revenue reports for individual donations, memberships and sponsorships.
- Issue and track charitable tax receipts.
Events
- Work digital and physical events as required.
- Work with Event Coordinators to obtain payment information from authors and resolve payment issues.
Administrative
- Assist the Director and Deputy Director in cooperation with the Executive Coordinator as required including
- administrative support.
- Assist Deputy Director and Executive Coordinator with IRAH Board matters, including prepare finances for Board meetings.
- Oversee office volunteers as needed.
- Perform routine administrative and clerical activities including responding to general email inquiries, providing and monitoring invoices, and monitoring incoming and outgoing mail.
Tessitura
- Serve as one of the Tessitura “Power Users” for the TIFA department.
- Attend monthly Tessitura Committee meetings.
- Maintain database, pull reports and lists, update records, merge duplicates, etc.
- Develop and implement campaign, membership and financial structures.
- Rebuild new campaigns each fiscal year.
- Create new constituents as needed.
Required Skills, Qualifications & Attributes:
- Post-Secondary degree.
- Solid understanding of financial concepts.
- Strong organizational skills and impeccable attention to detail.
- High level of proficiency in Microsoft Office and database management.
- Strong knowledge of Excel.
- Demonstrated use of tact and diplomacy, and ability to work in a cross-functional team setting.
- Polished and professional demeanor and ability to interact with authors, partners, prospects, donors, staff and volunteers.
- Excellent organization and time management skills.
- Strong communication skills.
- Ability to work to deadline with composure.
Desirable Qualifications:
- Experience with Tessitura is an asset.
- Experience with bookkeeping is an asset.
- Finance background considered is an asset.
- Experience in arts management or the not-for-profit sector is an asset.
Working Conditions:
- The incumbent will be expected to work evenings and weekends during the 11-day Festival every fall and during occasional year-round events.
- TIFA’s physical office is located at Harbourfront Centre (235 Queens Quay West, Toronto ON). Staff are currently working remotely as per the guidelines of Toronto Public Health, to deliver all events and programmes digitally, until it is deemed safe and feasible to return to in-person gatherings. At that time, the incumbent is expected to work at our downtown lakeside campus.
How to Apply:
Acceptable applications must include a cover letter indicating salary expectations and a current resume.
Qualified applicants are encouraged to apply by contacting jobs@harbourfrontcentre.com by no later than March 20,2021. Please quote Finance & Administrative Coordinator (TIFA) in the subject line of your application. We thank all applicants for their interest, however, only those being considered for an interview will be contacted. Interviews will take place via video conference.
TIFA and Harbourfront Centre are equal opportunity employers, committed to diversity and inclusiveness in our teams, creative communities, programmes and services. We invite qualified applicants from all backgrounds to apply. Suitable accommodations will be available upon request during the hiring process.
