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Job Description:
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The Ontario Museum Association (OMA) is a not-for-profit member organization with a mission to strengthen capacity among institutions and individuals active in Ontario’s museum sector, facilitate excellence and best practices, and improve the communication and collaboration of its membership. The Association advocates for the important role of Ontario’s museums to society, working with all stakeholders, related sectors and industries, and other professional organizations. The OMA is based in Toronto, but has a mandate to serve museums and museum workers in all parts of the province.
We are a looking for the right person to join our team. We have an exciting opening for an energetic, motivated team player to develop their career in cultural administration working on the annual membership program and office administration and coordination. In this role you will have the opportunity to find out first-hand about association work in the museum sector. We are looking for a detail-oriented person who is adaptable, professional, and results-focused, with excellent organizational and administrative skills.
The OMA Membership and Administration Coordinator provides key program and administration support services to the members, Council (board) and staff of the OMA. Responsibilities focus on the annual Membership program and related bookkeeping, and support for the delivery of the Professional Development program and the OMA Annual Conference. The Membership and Administration Coordinator must have the ability to multi-task and set priorities day-to-day and enjoy working in a small and dynamic team environment. Reporting to the Executive Director, this position also works closely with all program and bookkeeping staff. This position has administrative support from volunteers and summer interns.
This position will suit a candidate with previous membership program experience and strong customer service and organizational skills, ability to set priorities for day-to-day work and manage multiple tasks in a fast- paced environment, with a professional phone manner, strong attention to detail and excellent communication skills. The OMA Secretariat is a small, dynamic and creative working environment where flexibility to fulfill duties as assigned is required.
A competitive salary, good benefits, professional development, and generous vacation time are offered.
Responsibilities
OMA Membership Coordination
• Provide front-line service to OMA members, Council members, and related stakeholders
• Coordinate and deliver annual membership program to OMA business standards using a database (i.e. retention, recruitment and development, renewal, payment and receipting, invoicing, reporting, follow-up and appreciation)
• Produce financial reports related to membership
• Assist with professional development programs (including Certificate in Museums Studies, Annual Conference, Awards of Excellence), including registration, receipting, participant kit preparation and distribution, and communications with the Professional Development Program Manager, and other staff
• Approve member listing content and job postings on the OMA website
Administrative
• Ensure the orderly operation of the OMA office on a daily basis
• Assist with the coordination of Council (board) and committee meetings
• Record minutes at OMA Council and committee meetings and at the Annual General Meeting
• Trouble-shoot and maintain office workstations and networks on a regular basis
• Coordinate maintenance of office equipment and liaises with suppliers
• Maintain and order office supplies
• Maintain and ensure back up of all administrative functions and records
• Accurate coordination and maintenance of all OMA files and records (e.g. financial), including archiving
• Support the preparation and delivery of grant materials and applications as required
• Coordinate administration volunteers and interns
Financial
• Maintain daily updates and coordinate bi-monthly financial files with bookkeeper
• Prepare, record and make deposits
• Maintain petty cash
Requirements
Experience and Education
• Prior working experience with membership in the cultural, non-profit sector.
• College diploma or certificate, in the non-profit, cultural management or other related fields
• Familiarity and proven initiative with methods and techniques related to membership programs (recruitment, solicitation, renewal, reporting, evaluation)
• Previous administrative experience in an Ontario museum or cultural organization would be an asset
• Experience supervising volunteers and contract staff would be an asset
Skills Requirements
• Strong organizational and administrative skills
• Demonstrated enthusiasm for and interest in museums and culture
• Ability to set and meet deadlines
• Excellent proficiency in English, both written and verbal
• Solid experience with Membership Databases and programs (online Member Management Systems, Learning Management Systems or other fundraising programs), spreadsheets and membership records
• Basic knowledge of Drupal online web content management system is an asset
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Publisher)
• Familiarity with Adobe Suite (In-Design, Illustrator, Photoshop) an asset
• Familiarity with Simply Accounting an asset
Other Job Requirements and Assets
• Occasional off-site, evening and weekend work is required (with advance notice provided)
• Ability to travel in Ontario for annual conference, and on occasion for other events, required
• Basic HTML/CSS coding an asset
• Bilingualism (English/French) an asset
• Valid Ontario driver’s license an asset
Please send a cover letter and resume by April 22, 2019, to pd@museumsontario.ca.
The OMA is committed to diversity within its community and especially welcomes applications from visible minority group members, women, Indigenous persons, persons with disabilities, members of sexual minority groups, and others who may contribute to the further diversification of ideas. Only those selected for interviews will be contacted.
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