Administrator
/Organization:
Vancouver Holocaust Education Centre (VHEC)
Deadline:
Jan. 20, 2025
Organization Description:
Founded by Holocaust survivors in 1994, the Vancouver Holocaust Education Centre (VHEC) is Western Canada’s leading Holocaust teaching museum, engaging more than 25,000 students and teachers annually. The VHEC’s mission is to promote human rights, social justice and genocide awareness through education and remembrance of the Holocaust.
We produce acclaimed original exhibitions, onsite and online school programs, teaching materials and public events. The VHEC also maintains a museum collection and archives, Holocaust survivor testimony project, and a library and resource centre.
With an ambitious expansion on the horizon as part of the JWest redevelopment project, the VHEC is poised to expand its reach and ensure that the lessons of the Holocaust engage future generations of British Columbians.
Website:
Job Description:
The VHEC is actively searching for a skilled and dynamic Administrator to join our dedicated team in January 2025. This pivotal role involves a commitment of approximately 36.5 hours per week.
As the Administrator, you will be instrumental in maintaining the overall efficiency of our organization by overseeing key areas such as office management, reception, school program scheduling and various critical administrative tasks. Your contributions will directly support our mission of Holocaust education and human rights, making you an invaluable part of our team. If you are a motivated and detail-oriented professional with a passion for making a positive impact, we invite you to apply and be a key player in our mission at the VHEC.
Responsibilities:
Reporting to the Associate Managing Director, the Administrator will be responsible for the following duties:
Office Management
• Be the primary staff person responsible for opening and closing the VHEC
• Ensure that public spaces, including exhibition areas, the library, lunchroom and reception, are neat and tidy, implementing proactive measures for effective office management
• Coordinate office calendar, room bookings, and set-up for internal meetings
• Troubleshoot office equipment and liaise with IT consultants for regular maintenance and interim matters
• Update manuals (administrative, tech, security) as needed
• Responsible for the storage and scheduled destruction of administrative records (onsite and offsite)
• Record minutes at staff meetings and other meetings when required
• Independently update and maintain the MailChimp audience list
Reception
• Serve as the critical initial point of contact between the VHEC and the general public
• Be the primary staff person responsible for answering phones, checking voicemail, and changing outgoing messages as needed
• Ensure all telephone and email interactions are professional and positive, representing the VHEC well to clients and supporters
• Respond to email inquiries on info@vhec.org and forward specialized requests to the appropriate staff
• Manage mail, including sending tribute cards as per donor specifications
• Inform development staff of significant donations and send out corresponding acknowledgement letters
Visitor Services
• Provide client care and visitor services, ensuring a welcoming environment for all visitors
• Open and close the exhibitions and display equipment daily
• Track daily visitors and record visitor figures
• Manage event ticket sales and RSVPs, including virtual programs
• Assist with library book sign-out and searches in the absence of the Librarian
• Handle book sales (in person and online), taking payments, and updating inventory accordingly
• Assist Holocaust restitution volunteers with certifying restitution documents and client care
Database Tasks
Using Raiser’s Edge:
• Collaborate with the Finance Administrator to update and maintain the donor database
• Schedule reminders for recurring donations and process monthly and annual contributions
• Record and process donation payments
• Create targeted donor lists for campaigns, events, and publications
• Generate, print, and send tax receipts
Other tasks:
• Review and verify reimbursement forms submitted by team members
• Monitor payment schedules to ensure vendors are paid promptly
• Print and send tribute cards using the FileMaker database
• Update and maintain the FileMaker database
Light Financial Duties
• Coordinate authorized cheque signatories as required and prepare, write, and mail cheques
• Serve as backup to Finance Administrator to receive and file invoices, preparing basic coding
• Manage, track, and reconcile petty cash, providing monthly reports to the Finance Administrator
• Process credit card transactions
• Prepare and mail annual endowment and multi-year pledge reminder letters and statements
Bookings
• Serve as the first point of contact for school tour and outreach speaker requests
• Manage the scheduling of educational resource loans, including book sets and discovery kits
• Coordinate registrations and send confirmations for VHEC-administered symposia programs and teachers’ conferences
• Schedule appointments to support survivor services and the Holocaust restitution volunteer
• Assist in the oversight of school programs, ensuring smooth logistics for the arrival of docents, speakers, and schools, setting out materials, and handling payments
• Manage the scheduling of school tours and maintain the school tour booking calendar
Procurement
• Order supplies for office, kitchen, library and archives, exhibitions etc.
• Advise the Designer of any special stationery requirements
• Replenish bookstore inventory as required
Other Duties:
• Perform other duties as reasonably required
Qualifications:
ABOUT YOU
You are an experienced professional with an undergraduate degree, ready to contribute your skills to the impactful work of the VHEC. With 2-3 years of proven expertise in office administration and management, you possess excellent verbal and written English language skills. Proficient in various software, including the Microsoft Office suite, office administration tools, and database systems like Raiser's Edge, you showcase strong computer skills. Known for meeting deadlines and efficiently managing multiple tasks, you are detail-oriented and tech-proficient.
Your organizational prowess effortlessly coordinates office calendars, supports executive personnel, and ensures smooth day-to-day operations. Committed to providing exceptional client care, you excel in reception duties, greeting visitors with warmth and professionalism. Your interpersonal skills are second to none, enabling positive liaisons with staff, volunteers, vendors, and program partners. Committed to teamwork, active listening, empathetic communication, and conflict resolution, you bring a professional approach to all interactions. Administrative and clerical tasks are your forte, supporting both daily operations and forward planning. A background or interest in museum education and programming is an asset, as is a commitment to promoting human rights and social justice.
EXPERIENCE
• A minimum of 2-3 years of hands-on experience in office administration and management.
• A bachelor’s degree, preferably in business administration, management or a related field, would be an asset.
• A minimum of 2-3 years of hands-on experience in office administration and management.
• A bachelor’s degree, preferably in business administration, management or a related field, would be an asset.
SKILLS
• MS Office Suite, particularly Outlook, Word & Excel
• Strong verbal and written English
• A minimum of 35 words per minute accurate typing speed
• Project management platforms (Eg: Asana)
• File management systems (Eg: FileMaker Pro)
• Square payment platform and equipment
• MS Office Suite, particularly Outlook, Word & Excel
• Strong verbal and written English
• A minimum of 35 words per minute accurate typing speed
• Project management platforms (Eg: Asana)
• File management systems (Eg: FileMaker Pro)
• Square payment platform and equipment
APTITUDE & DISPOSITION
• Interpersonal & communication skills
• Respectful
• Attention to detail
• Adaptability
• Ethics & integrity
• Interpersonal & communication skills
• Respectful
• Attention to detail
• Adaptability
• Ethics & integrity
How to Apply:
If this sounds like you, we would love to hear from you!
Please email your cover letter and resume in one file to jobs@vhec.org quoting Administrator in the subject line. Applications will be accepted until the position is filled.
Your application will be handled with utmost discretion and confidentiality. All applicants will receive an automated email response confirming receipt of their application submission. Please note that only applicants shortlisted for an interview will be contacted.
The VHEC is an equal opportunities employer and encourages applications from Canada’s federal job equity groups: women, Aboriginal peoples, persons with disabilities and members of visible minorities.
We sincerely thank all applicants for their interest in the VHEC.
Remuneration:
The salary will range from $50,000 to $60,000 F/T per annum and will be commensurate with education and experience.
Contact Name: Sarah Visca
Contact Email: sarahvisca@vhec.org
Contact Phone: (604) 264-0499
