The Saskatchewan Arts Board recognizes, encourages and supports the arts to enrich community well-being, creativity, diversity and artistic prosperity. It pursues partnerships and delivers arts funding programs and special initiatives that provide opportunities for artists and arts organizations working independently or collaboratively to create their work and communities and schools across the province to engage in arts activities.

The Saskatchewan Arts Board is seeking a highly motivated, results-oriented individual to join its multifaceted and dynamic team to fill the position of Administrative Coordinator for a term ending December 31, 2018.

Employment Type:      TERM: Full-time, ending December 31, 2018.

Location:                     Saskatoon.

Start Date:                   As soon as possible – negotiable.

Starting Salary:            $3,292.50 monthly

                                    (Office, In-scope Pay Band 4, Step 1 within a range of

                                    $3,292.50 to $3,851.72 available through annual increments).

Application deadline: Friday, June 22, 2018, at 4:30 p.m.

Applications must include:

Current resumé and cover letter. The cover letter will include details that demonstrate how you meet the essential competencies and qualifications.

E-mail applications to:

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Attention: G. Paul Armstrong, Director of Administration, Saskatchewan Arts Board

The Saskatchewan Arts Board strives to be a workplace of choice that recognizes and empowers its people, promotes continuous learning and improvement and provides value for the public. The Arts Board is committed to employment equity and workplace diversity and encourages applications from all qualified women and men, including Indigenous and Métis peoples, persons with disabilities, visible minorities and new Canadians.

We appreciate and thank you for your interest; however, only those selected for interviews will be contacted.

The successful candidate is subject to a Criminal Record Check as a condition of employment.

POSITION DESCRIPTION

The position of Administrative Coordinator is important to the implementation of the Saskatchewan Arts Board’s strategic plan and primary organizational objectives, and contributes to public recognition of the Arts Board as an organization that is shaped by the creative strengths and diversity of the province’s artists, arts organizations and arts community.

Reporting to the Director of Administration, and as a member of a talented administrative team, the incumbent is responsible for organizing, managing and performing an extensive array of administrative and program support activities on behalf of the Arts Board’s program consultants and management team. The position is a primary point of administrative and operational contact for internal and external communications, often concerning confidential and complex matters. This work is undertaken in a unionized office environment.

The knowledge and skills necessary for this position have been acquired through a combination of formal education and considerable experience working in a fast-paced office environment with changing priorities and timelines.

KEY DELIVERABLES:

·       Respond to public enquiries about Arts Board programs and related processes received by phone, e-mail or in person.

·       Review incoming program applications, ensure applicant details are complete, and include data to the record as required.

·       Maintain database records as required to ensure that they are accurate and up-to-date, and that defined processes continue so that adjudication of applications occurs, and appropriate notifications and payments are delivered in a timely manner.

·       Prepare all material necessary for the adjudication of applications and accurately record the minutes of the adjudicators’ discussions.

·       Distribute notification of results of adjudications to applicants, the CEO and the Finance team.

·       Assist consultants in the preparation and delivery of public programs.

·       Maintain continuity of administrative operations by recognizing and documenting irregularities or issues (particularly with respect to databases and data entry), determining needs and recommending required action.

·       Research, draft and finalize written correspondence, documents and program application packages as required or assigned.

·       Coordinate all details and logistics related to special projects, meetings, activities or events as required.

·       Assist to fulfill agency reporting requirements by collecting necessary information and statistical date.

·       Provide advice, expertise and leadership on agency initiatives as assigned.

·       Liaise with arts and community organizations, grant applicants and recipients, external institutions, other offices and partners as assigned.

·       Plan, organize and manage special projects, events and /or programs, and monitor and report on budgets, timelines, communications plans, etc.

·       Schedule in-house and external meetings, and related logistics and agendas.

·       Arrange hotel accommodations and travel for consultants, other staff or external parties as specified.

·       Participates in workshops, in-house meetings and other educational programs as required.

·       Coordinate the daily administration of office facilities and equipment as assigned and required.

·       Process and distribute incoming mail and log incoming payments as required.

·       Preserve records and archives according to established policies and procedures, and in collaboration with Records staff.

·       Prioritize conflicting needs and multiple priorities, handle matters expeditiously and proactively, and follow through on projects to successful completion within established deadlines.

·       Participate as a member of the Arts Board’s program team.

·       Support other administrative coordinators, particularly during periods of heavy workload or during vacations, and contribute to a process of continuous improvement within the Arts Board.

 

COMPETENCIES AND QUALIFICATIONS:

  • A combination of formal post-secondary education in office or business administration and a minimum of three years’ experience directly related to the specified key deliverables for the position (or equivalent).

·       In-depth knowledge of computer software applications, internet search tools, databases and data entry, and social media platforms.

·       Superior competency in creating, composing and editing written material.

·       Demonstrated ability to manage programs and projects.

·       Forward-looking thinker skilled in discerning and analyzing issues, with a strong decision-making capability and proactive approach to problem solving.

·       Proven ability to identify and assess relevant data, trends and opportunities, consider a variety of options and then determine and recommend or implement an appropriate administrative action or strategy.

·       Exceptional accuracy in recording meeting minutes.

·       Knowledge of and experience in coordinating travel and logistical requirements for meetings, gatherings and events with individuals and small and large groups.

·       In-depth knowledge of administrative and records management processes.

·       Highly resourceful individual and self-motivated team player with the ability to handle confidential information with discretion, and to work independently and collaboratively to plan and carry out assignments in an effective, organized and timely manner with excellent attention to detail, especially when planning and managing multiple jobs at once and during periods of heavy workload.

·       Strong interpersonal skills with the ability to listen, accurately and appropriately respond clearly and sensitively to diverse internal and external stakeholders.

·       Adept at communicating, both verbally and in writing, with a variety of audiences in a way that convinces, conveys information, builds support, educates or promotes understanding and overcomes challenges.

·       Possession of a valid driver’s license.

·       Other assets that can assist in the position:

o   Knowledge of the legislation governing the Arts Board, the agency’s strategic objectives and its current programs.

o   Awareness of the arts, artists and arts organizations in Saskatchewan, and the province’s arts ecology.

o   Understanding of the role of a Board of Directors, Board governance and Board/management relationships.

o   Experience with delivering government funding programs.

o   Knowledge of Saskatchewan’s Aboriginal communities and cultures.

o   Fluency in French (both oral and written).