Job Opening: Administrator

City Opera Vancouver, a professional chamber opera company, seeks to engage a part-time Administrator responsible for the day-to-day operation of the company including the organization, writing and submission of grant applications and reports.  

Competition Opens:  January 24, 2018 
Competition Closes:  February 15, 2018 
Base Salary:  $24,000 a year – 20 hours per week 

How to apply

Please submit a cover letter and resume to:
Janet Lea, President, City Opera Vancouver
info@cityoperavancouver.com

 

1) ROLE AND RESPONSIBILITIES

  • Functions as the hub of day-to-day operations and administration, acting as an ambassador and representative of City Opera Vancouver with all artists, partners, donors, audience members and the cultural community at large
  • Reports to the Artistic Director and Board President, maintaining close communication on all operational and fiscal matters 
  • Attends Board meetings to report on the status of ongoing projects, issues and opportunities 
  • Works collaboratively with the Artistic Director and Company Producers, to meet the administrative needs of company operations
  • With the Artistic Director, Artistic Committee and Board of Directors, participates in the artistic, operational and financial planning processes 
  • Facilitates communication among all Directors, volunteers, partners, collaborators and donors
  • Carries out all duties in accordance with City Opera’s mission, mandate, strategic objectives and fiscal limitations

2) ADMINISTRATION, OPERATIONS AND PRODUCTION ASSISTANCE 

  • Responsible for the administrative operation of City Opera, including responding to inquiries and acting as liaison with government funders, donors, audience, artists, other contracted professionals and volunteers as required
  • Develops, maintains and circulates an ongoing calendar as guide to all City Opera events and deadlines 
  • Develops and maintains systems to ensure operational efficiency  
  • In consultation with the Artistic Director and the Board President, writes contracts for artists including performers, designers and other freelance personnel  
  • Acts as liaison with unions and professional associations, including Canadian Actors’ Equity, UBCP, VMA and IATSE
  • Acts as liaison with performance venues, managers, box office personnel and ticket outlets
  • With the Artistic Director, coordinates scheduling of rehearsals, recitals and outreach events and ensures that schedules are issued to appropriate parties in a timely manner 
  • Attends all City Opera events and, in consultation with the Artistic Director and Production Manager, ensures that all essential elements and equipment are provided as necessary 

3) GRANT WRITING AND FUNDRAISING 

  • Develops and maintains a list of granting organizations, application criteria, application and reporting deadlines 
  • Takes a lead role in the organization, writing and submission of grant applications and reports to ensure that deadlines are met and content meets application criteria
  • With the Artistic Director, acts as liaison with all government and private funding organizations to foster relationships and ensure awareness of funding guidelines, policy changes and new funding opportunities
  • In collaboration with the Fundraising Committee, assists in the organization of fundraising events 

4) COMMUNICATIONS, VOLUNTEERS AND MARKETING ASSISTANCE 

  • Maintains and updates database of donors, supporters, ticket purchasers and volunteers for communication and marketing purposes
  • Coordinates updating of website and social media communication
  • In collaboration with the Artistic Director and Webmaster, coordinates creation and dissemination of quarterly newsletter 
  • Assists in the recruitment and training of volunteers  

COMPETENCIES

  • Highly motivated with a strong work ethic, superior time-management skills, effective in meeting deadlines 
  • Strong written and oral communication skills 
  • Positive, flexible and collegial attitude with ability to respond with humour and grace to unexpected demands or events
  • Familiarity with Vancouver’s arts community with a strong interest in opera and vocal music 
  • Knowledge of government and private funding sources with experience in the writing, organization and submission of applications 
  • Strong computer skills, including knowledge of Excel, financial management programs and database systems
  • Knowledge of or experience in theatrical production an asset
  • Previous experience in the not-for-profit arts organizations an asset 
  • Willingness to work flexible hours, including evenings and weekends
  • Driver’s license and access to a car are an asset