Job Posting: Administrative Coordinator

Administrative Coordinator

Posted | May 8, 2014
Closes | May 20, 2014, 5 PM EDT
Location | Toronto
Reports to | Executive Director
Term | Permanent (three-month probation)
Anticipated start | June 25, 2014
Hours | Full-time

Organization Description

Women in Film & Television – Toronto (WIFT-T) is a member-based organization of women and men working in screen-based media that supports the development and advancement of women in the industry.

Job Description

The Administrative Coordinator reports to the Executive Director and will work closely in a fast-paced environment with the Executive Director, Program Manager, Board of Directors, and bookkeeper to provide organization-wide administrative, operating and programming support.

The Administrative Coordinator will be responsible for handling administration and logistics related to: Programming and Special Events; Financial administration; Board of Directors administration; Office administration; and HR administration support. The Administrative Coordinator is expected to attend most programs and events and this involves mornings, evenings and occasional weekends.

Key Responsibilities

Programming & Special Events Administration

  • Responsible for carrying out all programming administration (includes: booking venues, catering, tech needs, handling registration, producing, collating and distributing program materials, surveys and signage)
  • Scheduling and coordination of selection juries for WIFT-T programming, mentorships and scholarships
  • Responsible for Crystal Award Gala event administration (includes: booking venue, catering, handling registration and dietary requirements, liaison with venue event management staff)
  • Attends WIFT-T programs and events, provides onsite support, supervises program volunteers, troubleshoots venue and technical personnel on-site

Financial Administration

  • Process account payables on a bi-weekly basis (includes: bookkeeping preparation, coordinating signing of cheques, filing and mailing duties)
  • Generate account receivable invoices (using Quickbooks)
  • Carry out all banking transactions
  • Manage petty cash
  • Assist with annual audit process

Board of Directors Administration

  • Schedule and coordinate logistics for WIFT-T and Foundation for WIFT-T quarterly Board meetings and the Annual General Meeting (includes booking venues, catering, tech needs, handling rsvp’s, etc.)
  • Distribute Board meeting and AGM documents
  • Attend and take minutes at Board Meetings and Annual General Meeting
  • Maintain all Board-related documents and liaise with governance lawyer

Office Administration

  • Maintaining and ordering office supplies; sourcing, leasing, purchasing and maintaining office equipment and computers; liaising with IT providers and other office suppliers
  • Responsible for opening and distributing mail and postage machine refills
  • Maintaining database records
  • Creates and updates administrative documents on the server (contact lists, process documents)

HR Administration

  • Collating job applications, correspondence with applicants, scheduling employment interviews
  • Conducting office admin orientations with new employees

Qualifications

  • Minimum of one years’ paid work experience in office administration, program or event coordination
  • Post-secondary degree in arts administration, event management, film studies or related field
  • Excellent time-management, multi-tasking and organizational skills
  • Excellent verbal and written communication skills
  • Proficient with Microsoft Office, especially Excel, on a PC platform
  • Must be able to work occasional evenings, early mornings and weekends

Assets

  • Knowledge of and experience in the Canadian screen-based industry
  • Experience working in a non-profit organization
  • Experience with Eventbrite and Quickbooks

Application Details

Qualified candidates should email with “Administrative Coordinator” in the subject line their cover letter (attention Heather Webb), CV, and three references (including email and phone contact details) as a single document attachment to:  jobs@wift.com

No phone calls please. Only candidates selected for an interview will be notified.

WIFT-T is an equal opportunity employer.

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Job Posting: Program Manager

Program Manager

Job Posted | June 24, 2013
Application Deadline | Friday, July 12, 2013
Reports to | Executive Director
Term | Permanent (three-month probation)
Hours | Full-time
Anticipated Start | August 2013

Organization Description

Women in Film & Television – Toronto (WIFT-T) is a member-based organization of women and men working in screen-based media that supports the development and advancement of women in the industry.

Job Description

The Program Manager reports to the Executive Director and will work in a fast-paced environment with the Executive Director, Program Committee, fellow staff, partnering organizations and stakeholders to develop, promote and deliver relevant and engaging professional development programs and networking events. The Program Manager will be responsible for ensuring that programming reflects WIFT-T’s mandate and strategic priorities and addresses key industry needs and developments.

The Program Manager is responsible for the implementation and successful delivery of programs and handles all programming-related scheduling, processes and logistics including, but not limited to: developing critical paths, schedules and budgets; coordinating selection juries; securing instructors/presenters; negotiating contracts; writing and approving instruction content and abstracts; managing venue and technical logistics; and assisting with marketing, etc. The Program Manager is expected to attend all programs and this involves mornings, evenings and occasional weekends.

Key Responsibilities

Program Management

  • Research and develop program criteria, content, processes and evaluation for a full slate of annual professional development programming, training, and networking events
  • Responsible for all aspects related to the implementation and successful delivery of programming
  • Maintains a roster of senior industry experts to develop, advise and facilitate programming content
  • Works with the Development Manager and Executive Director to identify potential program partners and sources of funding (grants and sponsorship). This includes providing programming information input on grant applications and partnership negotiations, identifying suitable alignments for program funding, and maintaining relationships with these sources
  • Coordinates selection juries for WIFT-T programming, mentorships and scholarships
  • Attends WIFT-T programs and events, provides onsite leadership, supervises program staff/volunteers, troubleshoots venue and technical personnel on-site
  • Produces final reports for all programs and events. This includes writing executive summaries, analyzing evaluation results, developing final expense reports, and providing program recommendations

Financial Management

  • Produces program budgets in collaboration with the Executive Director
  • Manages programming budgets to ensure cost-recovery. Includes expense research, negotiating in-kind or discounted services, and approving all programming expenses
  • Generates cost reports for all programs and events, for delivery to funders and sponsors

Research and Knowledge Management

  • Maintains knowledge base within industry, tracks key trends and issues, and serves as subject matter expert for full scope of industry issues
  • Attends conferences, festivals and industry events to keep abreast of industry developments

Marketing, Promotion and Outreach

  • Develops and maintains relationships with programming partners and promotional partners
  • Manages programming-related communication strategy and critical path with the Communications Officer
  • Works with the Communications Officer in the production and distribution of programming materials including advertising, public relations and website copy

 

Qualifications

  • Minimum of 5 years’ experience in developing and implementing programming
  • Must have a thorough knowledge of and experience in the Canadian screen-based industry; familiar with industry language and terminology
  • Experience in event management as well as production and technical logistics
  • Excellent verbal and written communication skills
  • Experience writing project grants and funding reports
  • Demonstrated experience developing and managing budgets
  • Superior interpersonal skills and diplomacy
  • Excellent time-management, multi-tasking and organizational skills
  • Must be able to work occasional evenings, early mornings and weekends
  • Proficient with Microsoft Office, especially Excel
  • Experience working in a non-profit organization is an asset

 

Application Details

Qualified candidates should email with “Program Manager” in the subject line their cover letter (attention Heather Webb), CV, and three references (including email and phone contact details) as a single document attachment to:  jobs@wift.com

 

No phone calls please. Only candidates selected for an interview will be notified.

WIFT-T is an equal opportunity employer.


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