Job Description: Operations Manager
Company: BC Museums Association
Location: Victoria (Vancouver Island/Coast)
Job Category Administration
Job Type: Full-Time
Salary $$40,000 to $45,000 - Yearly
The BC Museums Association, founded in 1957, represents over 400 members in 144 communities across British Columbia, including museums, art galleries, archives, historic sites, Indigenous cultural centres, science centres and related organizations located throughout B.C. We are a provincially incorporated non-profit society and a registered charitable organization that works to create a bright future for BC’s museum, gallery and heritage sector through networking, advocacy, innovation and professional development.
Why: We believe in the transformative power of museums.
Vision: The museum community is valued for providing cultural leadership, influence and knowledge to British Columbians.
Mission: We lead by supporting, empowering and advocating for the BC museum community.
We are looking for a talented individual to join our team as Operations Manager. The ideal candidate brings excellent team work, organizational and digital literacy skills, an entrepreneurial spirit and a strong awareness of best practices for operating a small non-profit organization. The position requires judgment, responsibility and a willingness to learn.
Reporting to the Executive Director, the Operations Manager will play a vital role in supporting and growing organizational capacity and financial sustainability for the BC Museums Association, one of BC’s leading arts service organizations. You will help us develop and maintain an administrative and operational framework that supports our programs and services and allows the organization to thrive and deliver value for our members, stakeholders and partners.
You will work in our Victoria office with a small staff team and a large provincial network of members, stakeholders, partners, Board members and volunteers. We offer a creative, inclusive and flexible work environment and the chance to be part of a passionate community dedicated to supporting B.C.’s museums, art galleries, Indigenous cultural centres, historic sites and related institutions.
The Operations Manager is responsible for developing and managing the administrative, financial and operational systems that support our programs and services. This includes:
Membership and Program Administration: The Operations Manager leads the administration of member services, including applications, renewals, inquiries and regular communication via our email newsletter, website, social media channels and list serv. You will manage the member portal, support program intakes for grants, awards, bursaries and conference proposals and coordinate registration and logistics for our conference, workshops, webinars and events. You will work with staff, contractors and volunteers to establish program plans and budgets, monitor and support the completion of tasks and milestones, track feedback and participation and maintain up-to-date statistics and program descriptions for grant writing, reporting and program evaluation purposes.
Business operations and finance: The Operations Manager is responsible for membership and event transactions, invoicing, contract management and the timely reconciliation of payments. You will work closely with our bookkeeper, Executive Director and Treasurer to develop and implement financial policies and procedures, facilitate payroll, and produce financial reports and budget projections. This position is also responsible for routine finance tasks like coding invoices, compiling expense reports, reconciling credit card statements, arranging bank deposits and transfers and managing petty cash.
Office management and governance support: The Operations Manager is responsible for ensuring the smooth operation of our small office, including reception duties, scheduling, updating files and databases, maintaining information and communication technology systems (with troubleshooting support from contractors and service providers as needed). You will also coordinate our annual general meeting, Board and committee meetings, complete statutory filings, support Board recruitment and ensure that records are properly filed and maintained.
Revenue Development: The Operations Manager will prepare charitable tax receipts, support the Executive Director and Board in cultivating relationships and providing service to sponsors, donors and partners, and assist in preparing grant applications and reports.
Other duties: The Operations Manager will regularly serve in an “all hands on deck” capacity to support other team members and ensure the success of key projects.
Skills and Qualifications
- Highly developed organizational and team work skills; strong digital literacy skills.
- An effective and efficient task manager and problem solver, with the ability to quickly complete tasks, manage multiple projects / tasks and adapt to changes and shifting priorities.
- Excellent written and verbal communication skills.
- The ability to work independently, take initiative and learn new skills.
- Flexibility and a willingness to engage with a variety of people and ideas.
- Experience with database management, financial processes, basic bookkeeping, standard office procedures and business communication.
- Software Skills: Microsoft Office (especially Word and Excel), membership management and / or relational database software, Google applications, and familiarity with bookkeeping and payroll software. Experience with website content management systems (e.g. Wordpress) is an asset.
- Post-secondary education, experience working in a small non-profit organization are assets.
- Passionate about arts, culture, heritage, diversity and community.
Work environment and compensation
Work Week: Monday - Friday (35 hours per week). Some evening and weekend availability will be required, and the role will involve occasional travel, including to our annual conference, which is held each fall in a different B.C. community.
Salary and benefits: $40,000 to $45,000 per year, commensurate with experience. Statutory benefits as well as modest contributions for health benefits and professional development will be provided. We are open to flexible work arrangements, such as job sharing, flexible scheduling and telecommuting.
How to apply
Please submit a cover letter and resume by January 8, 2019 via Charity Village (search BC Museums Association) Applications will be reviewed as they are received.
Interviews: Tuesday, January 15 to Thursday, January 17, 2019. Please note that testing may be required during the interview process. Testing is based on the knowledge, skills, abilities and qualifications outlined in the job description.
Anticipated Start Date: February 15, 2019, or earlier depending on candidate availability.