Operations Assistant [Kelowna]

Operations Assistant


Kelowna Art Gallery 

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Job Description

The Kelowna Art Gallery is seeking an individual to join our team as an Operations Assistant. You will provide coverage of lunch and afternoon breaks, as well as sick days and emergencies. You will also provide administrative support for Gallery Operations, as outlined below.
As the Operations Assistant, you will:

Help maintain office procedures and systems in support of Gallery operations by:
• Word processing and copying for the Executive Director on a daily basis including correspondence, labels, forms, reports, e-mails, faxes and memos
• Opening and distributing incoming daily mail
• Daily downloading and directing of the Gallery e-mails to appropriate staff members
• Composing letters in response to routine enquiries, and as directed
• Maintaining files for general administration

Perform Various Administrative Tasks:
• Develop and maintain files for your own work
• Ensure the Gallery staff information binder is kept up to date
• Ensure the general Gallery calendar is kept up to date

Supervision of Gallery Assistants:
• Provide on-going communication and support, and assist with troubleshooting
• Oversee the Square point of sales 
• Ensure the Gallery Assistant binder is kept up to date
• Provide daily coverage of lunch breaks and afternoon breaks, as well as sick days or emergencies

While providing coverage for Gallery Assistants, duties will also include:

Receive the public by:
•    Greeting all visitors and offering information on exhibitions, events and programs as well as current Gallery operations and safety guidelines.
•    Answering a wide range of general questions from visitors, including telephone inquiries 
•    Receiving all payments from the public; operating Square terminal, and cash-out at end of day.
•    Promoting Gallery membership, processing membership renewals and applications by phone and in person 
•    Recording visitor attendance

    Maintain reception area by:
•    Tidying and spot-cleaning reception area and front entrance as required.
•    Receiving all payments from the public; operating Square terminal, and cash-out at end of day.
•    Receiving and forwarding messages for staff and volunteers.
•    Monitoring cloakroom for tidiness and lost articles. 

    Provides security to the Gallery and its contents by:
•    Monitoring exhibition and back-of-house areas by video surveillance.  Advising visitors of Gallery regulations when necessary (no food, no touching artwork, no unsupervised young children, physical distancing).
•    Accounting for works of art, equipment and furniture upon opening and closing procedures for the building. This includes checking back-of-house areas and reporting any signs of damage or anything out of the ordinary to appropriate staff member/s.

    The Operations Assistant may also be asked to carry out other duties as assigned by the Operations Manager.

Skills Required:
• Excellent oral, written and interpersonal skills
• Excellent communication skills
• Experience in a customer facing position
• Very strong organizational skills with an emphasis on attention to detail
• Ability to consistently meet deadlines
• A strong team player with the ability to work well independently and within a team environment
• Solid computer skills with familiarity with Square MS Word, Excel, Outlook and Past Perfect Museum Software.
• Ability to multitask and work with frequent interruptions
• Experience with Square an asset

Working Conditions:
This is a full-time position. Hours are Friday, Saturday and Sunday, plus one to two additional shifts. Some evening work might be required for events. You will also be expected to cover for the Operations manager while on vacation.

Please email a resume and cover letter to hr@kelownaartgallery.com

The Kelowna Art Gallery is an equal opportunity employer and encourages applications from self-identified members of underserved communities as well as visible and invisible minority groups. We thank all who express interest in this position, however, only those selected for an interview will be contacted. No phone calls please. This job posting will close when the position is filled.