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Come Work With Us!

Our campus is always evolving at the Alberta University of the Arts, and here you’ll find yourself surrounded by the connoisseurs of Calgary’s contemporary culture. At the AUArts Students’ Association you’ll be working with a group of innovative, quirky, passionate, and hard-working creatives committed to providing AUArts’ student body with unique opportunities to enhance their sense of well-being, develop their professional skills, and establish a strong presence in the culture of the institution. Together, we continuously find ways to build on the strengths of our programs, boost our support services, and advocate for an exceptional student experience.

Be on the pulse of Calgary’s creative community and work with Alberta’s up and coming cultural innovators!

OFFICE COORDINATOR

The AUArts SA Office Coordinator ensures efficient and timely operations of the office so as to support and enhance the work of the organization.

Core Objectives…

The Office Coordinator contributes to the organization by fulfilling the following objectives:

  • To support the growth and recognition of the Students’ Association as a student resource and service provider
  • To ensure effective and efficient procedures are in place to manage the day-to-day tasks related to the operations of the Association

Assigned Duties…

  • Operational Administration
    • Provide management of office procedures and tasks to ensure efficient, timely, and professional standards of operation
      • Maintain inventory and purchase office supplies as required
      • Ensure office equipment is in good working order, arranging for maintenance when necessary
      • Assist staff in routine activities such as editing, printing, copying documents
      • Process student request forms
      • Respond to telephone and electronic communications
      • File and archive documents
      • Post potential job opportunities for students
      • Oversee the maintenance of the campus poster boards
      • Maintain the Association website completing updates as required/requested
    • Plan, evaluate, and improve the efficiency of business processes, procedures, and systems to enhance the quality and efficiency of work to fulfill the mission and the goals of the Association effectively
    • Support event, program, and meeting logistics  including:
      • Event registration
      • Equipment rentals
      • Securing room bookings
      • Processing bookings for equipment, services, and/or supplies
      • Schedule bartenders for event bookings
      • Ensure inventory of bar supplies is recorded on a regular basis
    • Provide administrative support to the work and schedule of the Executive Committee
      • Ensure office and meeting schedules are current and electronically available
      • Take minutes of meetings where assigned
      • Draft documents and procedural forms

  • Community Relations
    • Facilitate dialogue with staff and executive members to gain feedback on areas of improvement for the operational and procedural aspects of the organization
      • Provide a semester and annual trend analysis regarding student inquiries
      • Tabulate evaluation and survey results
    • Maintain positive relations with all community members to ensure the Association is viewed and received as a resource service center for students
      • Promote community awareness of the Association’s vision, mission, values and goals
      • Promote programs and services to the membership, community members and general public
      • Send mass communications and oversee the main communication account for general correspondence 
      • Direct students to appropriate resources on and off campus

  • Financial and Human Resources Administration
    • Maintain accurate financial records to ensure budget targets are being met
    • Purchase supplies using the purchase order procedures
      • Obtain three (3) quotes for any expense exceeding $500, including equipment purchases, repairs and rentals, and submit to the Executive Director for approval
    • Work with the Executive Director to ensure accurate payment to students, groups, and vendors
    • Maintain communications with bookkeeper to ensure accurate documentation of expenses and revenues
    • Prepare and reconcile floats and ensure revenues are documented appropriately
    • Communicate payroll deadlines to hourly staff and submit timesheets to the Executive Director
    • Compile and document purchase orders, cheque requests, and invoices for bookkeeping records
    • Schedule bar services staff for approved events

  • Miscellaneous 
    • Document and implement approved changes
    • Write reports as requested to present to the Executive Director, Executive Committee, and/or Student Leadership Council
    • Be able to work independently yet cooperatively with members of the Executive Committee to ensure quality program performance
    • Complete other duties as assigned by the Executive Director
    • Support general office visitor interaction
    • Support relationships with University administrators, technicians, faculty and students

Who You Are…

Here at the AUArts SA we’ve worked hard to develop a culture we are proud to be a part of, and if you can say yes to a few of these things you might be proud to be a part of it too…

Equity & Diversity – Are you willing to consciously create room for respectful dialogue surrounding issues of equity and diversity? Pursuing a creative life takes guts! We’ve got a diverse, spunky, progressive, and outspoken community here at AUArts, and we are always looking for ways to self-reflect and incorporate socially just practices in our workplace.

Collaboration & Empowerment – Do you believe in bringing other people up, supporting your co-workers’ success, and finding ways to work together to accomplish your goals? From start to finish we are constantly learning from each other and finding ways to practice gratitude and celebrate the victories, both big and small.

Inspiration & Innovation – Are you excited to put your ideas on the table, take the risk and try something new even if you might fail? We love a good brainstorming session, and are always open to incorporating fresh ideas into our programs and services.

Qualifications…

  • Education background with a focus on art, design, craft, administration or related areas considered an asset
  • Experience and interest in non-profit artist run culture, arts education, and student governance 
  • Excellent interpersonal skills and the ability to work collaboratively with a wide range of diverse communities
  • Strong knowledge of creative industry/entrepreneurial resources and organizations
  • Excellent interpersonal skills with a strong ability to act decisively
  • Demonstrated ability to lead, coach and mentor volunteers and staff
  • Demonstrated ability to manage multiple priorities and implement goal setting strategies
  • Solid organizational, time, and budget management skills
  • Highly competent skills in the use of office software and social media platforms such as Word, Excel, Facebook, Adobe Creative Suite and WordPress
  • Speaking and writing in second/third languages are considered an asset

The Perks…

  • Professional development opportunities covered by AUArts SA
  • Staff appreciation events
  • $15.00-17.00 per hour based on level of experience
  • Maximum of 50 hours per month

Apply Now!

If we’ve caught your eye and you’d like to apply for this position send a resume and cover letter that helps us get to know you better, and please also ensure you specify which job you’re applying for and why you think you’d be a good fit for our team. Please note that the hours for this position are expected to be Tues-Thurs 11 am-3 pm, so qualified applicants must be available to work during those times.

Applications can be sent to:
Sarah Grodecki
AUArts SA Executive Director
director.acadsa@auarts.ca

Applications will be accepted until July 19th, 2019 at 4pm. Interviews are planned to take place between July 22-25th, and the anticipated start date for this position is August 12, 2019.

AUArts Students’ Association welcomes all applications, however please note that preference will be given to qualified applicants who are current students or recent alumni of AUArts/ACAD.

AUArts Students’ Association is an equal opportunity employer and is committed to diversity. We thank all candidates for their interest; however only those selected for an interview will be contacted.