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 donor database:

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

Compensation

The salary will range from $50,000 to $60,000 F/T per annum and will be commensurate with education and experience.

Benefits & Perks

Competitive benefits package
10 health days/year
Early closure on Fridays
2 weeks of vacation
December holiday shutdown (1 week)
Observation of Jewish holidays in addition to statutory holidays (as many as an additional 10 paid days off a year)

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.
Experience in donor database management (preferred).
Experience in the educational or non-profit sector (preferred).

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
Donor database management (Eg: Raiser’s Edge)
Email marketing platform (Eg: MailChimp)
MS Teams or similar video conferencing software
PDF editors
Accurate data entry
Google calendar management
Basic IT troubleshooting

Aptitude & Disposition

Interpersonal & communication skills
Respectful
Attention to detail
Adaptability
Ethics & integrity
Composure & emotional maturity
Willing to learn
Teamwork & collaboration
Initiative
Client focus

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.

Vancouver Holocaust Education Centre

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