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Programs Administrative Assistant (8-month term)

Job Information
Author gwozney
Date July 3, 2018
Type Full Time
Company Canadian Museum for Human Rights
Salary $32,740 - Annual
Location Winnipeg, MB
Category Admin / Office
Contact Information
Email: veronique.alarie@humanrights.ca

Programs Administrative Assistant (8-month term)

Overview

The Canadian Museum for Human Rights (CMHR) is the first museum in the world solely dedicated to the evolution, celebration and future of human rights. It is the first national museum in Canada to be built outside the National Capital Region. Located in the heart of Canada in Winnipeg, Manitoba, the CMHR rises from the Prairie earth at The Forks, which has been a meeting place for over six thousand years.

The CMHR delivers an immersive, interactive and memorable experience for visitors of every background, age and ability. Each visitor has access to a fully reinvented museum experience that reflects a design approach that sets new Canadian and world standards for inclusion and universal accessibility.

We are seeking talented individuals who are motivated to share their passion and commitment to join our team. Together, we aim to enhance the public’s understanding of human rights, to promote respect for others, and to encourage reflection and dialogue.

Key Responsibilities

The Programs Administrative Assistant provides administrative support to Programs in the Public Affairs and Programs Department of the Canadian Museum for Human Rights (CMHR). Reporting to the Manager, Advanced and Professional Programs, the incumbent is responsible for providing support to the Museum’s three programming units: Education Programs, Advanced and Professional Programs and Public Programs. The incumbent performs logistical, financial and administrative tasks for a wide variety of programs, events and projects. This includes: program and event schedules and calendars; making bookings and placing orders for program and meeting logistics; arranging travel for staff and guests; ordering goods and services; tracking expenses and compiling information and reports; minute-taking; preparing documents for distribution; organizing program databases; and acting as a primary point of contact for external requests related to Programs that come through the Education Information line.

  • Provides administrative support for programs and internal events or meetings, including drafting agendas, recording minutes and preparing meeting reports. Support managers in the planning and creation of event and committee schedules and in the preparation of documents for distribution, often handling confidential information.
  • Provides logistical support for internal program meetings and events, preparing and executing arrangements such as internal and external venue booking, transportation, accommodations and catering for small and large groups of visitors or working groups, registering and hosting guests ensuring a comfortable environment. This involves periods of higher volumes of work related to the handling and processing of post-event and post-meeting financial claims with larger groups of visitors.
  • Prepares and reconciles financial purchase orders, handles contract requests, cheque requisitions, and honoraria for programming expenses and provides tracking reports to managers, ensuring that financial policies and procedures are followed. Supports managers with costing of materials and supplies and with the preparation of annual budgets,
  • Liaises regularly with program managers and staff to create programming calendars, schedules, timelines, event rundowns, invitation lists and other organizing documents for programs, events and projects. Includes preparation, submission and tracking of event, travel and hospitality booking forms for all programming events or meetings,
  • Prepares correspondence for external inquiries in response to requests for information on programming that come from the CMHR Education information line or (?) the CMHR website, and refers inquiries to program managers as appropriate.  
  • Provides information to Program Managers, handles electronic filing and organizing, photocopying packages, program data collection and database management (i.e.: Speakers database, Education contacts lists, etc.). This includes supporting the analysis of program data to produce statistics for program reporting purposes.
  • Respond to daily needs regarding programs and events, including responding to unplanned situations.
  • Occasionally supports the development of programs with mainly online research to source materials, programs, and contacts when environmental scanning is required
  • May provide other administrative support.
  • Other duties as reasonably required.

Skills and Qualifications – Required

  • Related post-secondary education and 2-3 years of experience in an office environment, or an equivalent combination of education and experience.
  • Proven customer service skills
  • Experience organizing and coordinating logistics and booking meetings, events, travel
  • Strong organizational and time management skills, with the ability to prioritize
  • Pays attention to detail
  • Proficiency with the Microsoft Office suite of products (Word, Excel, PowerPoint, Outlook) with particular aptitude for preparing and formatting notes, reports and documents

Skills and Qualifications – Desired

  • Experience in programming or event coordination in the arts or hospitality industries
  • Experience working in government or NGO setting
  • Ability to communicate in both official languages

Attributes

  • Strong customer service aptitude; friendly, pleasant, helpful, diplomatic and tactful
  • Takes initiative: asserts influence over events to achieve goals; self-starting rather than accepting passively;
  • Collaborative organizer, problem-solver and trouble shooter
  • Ability to work in a fast-paced environment; able to anticipate needs
  • Reliable, responsible and punctual

Official Language Proficiency:

Bilingual non-imperative

Working Conditions and Physical Demands

  • Work is in both office and in-gallery environments.   May require long periods at a desk, reading, and time in front of a computer or may require moving quickly between different spaces within the gallery environment, moving along elevated walkways.
  • Some physical exertion may be involved in set-up and take down of programs and events.
  • Requires work evenings and weekends from time to time depending on program needs.

Conditions of Employment

  • Security Screening Level – Reliability Status
  • Child Abuse Registry Check

Application Procedure

Interested applicants should submit a cover letter and résumé through CMHR’s Careers page at https://humanrights.ca/about/careers by July 8, 2018. The cover letter must provide concrete examples that illustrate how they meet the education and experience factors listed in the Qualifications – Required and Desired (if applicable). Résumés will be used as a secondary source to validate the education and experience described in the cover letter.

The Canadian Museum for Human Rights is committed to developing inclusive, barrier-free recruitment processes and work environment. Please advise the HR representative if accommodation measures must be taken to enable you to apply and be assessed in a fair and equitable manner.

All applicants will receive a confirmation of receipt of their application. We thank all applicants for their interest, however, only those selected for an interview will be contacted.

Intent / Result of process: An eligibility list of qualified candidates may be created as a result of this process. The list would have a retention schedule of six months.

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