Employment Opportunity: Office Coordinator

Closing on: Tuesday, April 30, 2019
Location: Toronto, ON
Effective: Immediately
Employment Type: Part-time (0.6 FTE), permanent
Level: Staff/Specialist
Start date: July 1, 2019 or sooner if available
Hourly rate: $23-$25/hour commensurate with experience

Context

MOCA Toronto opened in its new 55,000 square foot home in the Junction Triangle on September 22, 2018. Under the joint leadership of Artistic Director, November Paynter and Managing Director, Rachel Hilton, the new MOCA Toronto is a place of conversation, exchange and exploration where visitors of all ages and backgrounds can be part of a global creative moment.

MOCA welcomes visitors to three phases of exhibitions a year featuring work from Canadian and world-recognized artists that explores the themes of our time. Located on Sterling Road, in the culturally rich Junction Triangle community, the museum is housed on the first five floors of the historic Tower Automotive Building, a former aluminium factory known for its unique architecture.

The evolution of the Museum of Contemporary Art Toronto Canada is made possible through a unique alliance with Castle Point Greybrook Sterling Inc., public sector funders, private donors, members, sponsors and a network of cross-sectoral partners.

Position Summary

MOCA is seeking an exceptional individual to join our team as our Office Coordinator.

This role will be responsible for the smooth operation of MOCA’s office and provide administrative support to the office team and specifically the museum’s senior management. The Office Coordinator will ensure staff have the resources and materials they need and that administrative systems are efficient, while also contributing to the sustainable growth of the museum enterprise. Furthermore, this position will help to create a welcoming environment for staff, volunteers and visitors.

The ideal candidate will be positive, energetic and competent with high standards of professionalism. They will take initiative in prioritizing and working with minimal supervision. This is an exciting opportunity for a highly organized and motivated individual with a passion for contemporary art to become part of MOCA’s growing team.

Responsibilities

  • Order supplies for the office, kitchen and programs as necessary
  • Coordinate the incoming and outgoing mail
  • Organize corporate paperwork and filing
  • Oversee the organization’s Google Suite
  • Provide administrative support for senior staff including production of documents, travel arrangements, meeting preparation and note taking, and research
  • Provide scheduling support to senior staff and Board of Directors
  • Manage Staff, Board and Committee lists and contact information
  • Assist with financial processes including cheque reception, credit card and expense reconciliations
  • Support the Finance team in payroll administration
  • Facilitate staff onboarding and offboarding and support other HR processes
  • Manage office subscription services (Adobe, Docusign, E-post, Fedex, Canada Post, etc.)
  • Coordinate office IT resources and systems (phone/computers/printers), and liaise with external IT support as needed
  • Support staff with day-to-day IT needs
  • Input and update information into MOCA’s database
  • Identify and implement improvements to workflows and office systems
  • Other administrative tasks and duties as required

Skills and Qualifications

  • Post-secondary education required
  • 2-3 years of experience providing administrative support to a medium-sized office and/or senior executive team
  • Strong understanding of office systems and processes, best practice and ability to help with change management
  • Demonstrated superior organizational skills, with the ability to manage multiple projects and competing priorities
  • Ability to work independently and in a fast-paced collaborative environment
  • Excellent communication (verbal and written), interpersonal, and problem-solving skills
  • Excellent computer skills with proficiency in all Microsoft Office applications
  • Strong accuracy and attention to detail
  • Ability to deal with confidential matters with diplomacy, discretion, and tact
  • Professional demeanor and ability to interact effectively with all levels of internal and external stakeholders
  • Availability to work outside normal business hours to attend meetings/functions from time to time
  • Interest in/knowledge of the visual arts
  • Working knowledge of NFP/Charitable organization governance is an asset
  • Use of a CRM database and/or other office applications an asset
  • Personal qualities of integrity, credibility, sound judgment and a keen interest in the mission of MOCA

Interested candidates are invited to submit their cover letter and current CV as one document in pdf format to: humanresources@museumofcontemporaryart.ca

We thank all applicants in advance. Only those selected for an interview will be contacted. No phone calls, please.

The Museum of Contemporary Art Toronto Canada advocates equal opportunity for all employees and applicants for employment and is committed to diversity in the workplace.