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Operations Administrator

Operations Administrator

  • Part Time
  • Vancouver, BC
  • Applications have closed.

Pi Theatre

Operations Administrator

Pi Theatre, Vancouver, BC

The Organization
Pi Theatre is one of Vancouver’s longest running alternative theatres. Founded in 1984 as the Pink Ink Equity Co-op, Pi has a history of innovation and artistic excellence. The company is a full member of the Professional Association of Canadian Theatres (PACT) and engages under the terms of the Canadian Theatre Agreement.

The Opportunity
We are looking for a Operations Administrator with an enthusiasm for theatre and the arts, someone who understands the demands of working in a small indie company and who shares a passion for our mission: “To produce bold and uncompromising plays that explore modern life while engaging audiences with theatre that’s intellectually alive and emotionally charged.”

The Position

1. General Duties & Responsibilities
Reporting directly to the Artistic and Producing Director, the Operations Administrator will be responsible for the maintenance of the ongoing administrative operations activities of Pi Theatre. The Operations Administrator will work to help ensure the achievement of both short-and long-term artistic and organizational goals and priorities as defined. The Operations Administrator provides professional support to the Artistic and Producing Director and acts as an advocate of Pi Theatre to arts professionals, various stakeholders and the community at large.

2. Administration and Human Resources:
• Is responsible for the electronic and paper filing, responding to incoming correspondence, maintaining office systems while contributing to their positive evolution.

• Lead administrative interns and volunteers where appropriate.

• Work with the Artistic and Producing Director on grant research, preparation and writing.

• Oversee and manage the organization’s analytical research as it results from both online analytics and audience surveys.

• Manage in-house equipment and space rentals and loans.

• Manage the organization’s social media presence.

• Act as a representative and advocate for the organization, by networking with the community at large where appropriate.

• Scheduling of rehearsals, auditions and photo calls.

3. Finance:
• Organize the day-to-day activities of the organization’s financial operations including accounting procedures, accounts payable and receivable, payroll and banking activities.

• Ensure that all legal and contractual obligations of the society are met.

• Manage the organization’s day-to-day bookkeeping while liaising with our contracted bookkeeper.

• Manage the organization of the year-end financial accounting with our contracted bookkeeper and board treasurer.

• With the Artistic and Producing Director, manage the preparation of the annual budget, cash flow projections, and year-end financials.

• Manage bank transactions, deposits and transfers with Vancity.

4. Communications:
• Implement annual marketing, media relations and other communications.

• Maintain upkeep of Pi’s contact database of subscribers, members, patrons and donors.

• Administer fundraising campaigns via email, website, and social media as needed.

• Attend occasional board meetings when required to provide specific information to the board.

5. Production:
• Liaise with Pi’s box office service supplier and do final reconciliation of box office receipts.

• Manage ticket sales when Pi is handling its own box office internally.

• Oversee FOH float and hard tickets.

• Receive daily ticketing reservation report.

• Organize and manage concession and concession sales when the production venue requires it.

• Insure onsite collateral (programs, banner, posters, cards, brochures etc.) is properly displayed.

• Administer and collect on-site surveys.

And other duties as required.

6. Working Conditions and Environment:
• A regular workweek will consist of 3 x 7 (paid) hour days for a total of 21 hours / wk to be allocated as appropriate. Although most work is done out of the Pi office, the location of the work and the allocated days of the week could vary when the company has a show or event in production.

• No overtime is to be paid. Any overtime that accrues in a week can be traded for time off if approved by the Artistic and Producing Director.

• The Operations Administrator will participate with a designated Board Director and the Artistic and Producing Director in an annual performance review.

• Holiday time will be discussed with the applicant in an interview situation.

• The remuneration is $22/hr or $24,000 per annum.

7. Ideal candidates would have the following skills and abilities:
• Familiarity with the world of non-profit, professional arts

• Ability to prioritize tasks and manage workflow to minimize last minute completion of deadline driven activities

• Excellent written and verbal communication skills

• Positive and enthusiastic, with the ability to work independently as well as in a group setting

• Some familiarity with the inner workings of arts organizations including granting processes and procedures

• Comfortable with basic to intermediate finance and bookkeeping procedures

• Ability to handle general data and administrative processes

• Experience with contracting

• Some experience dealing with the professional theatre including knowledge of CAEA, the CTA and PACT would be an asset

• Abilities with computer systems (Pi currently uses Mac), internet, MS Office (particularly Word and Excel), Adobe Creative Suite (or other design software) and a general comfort with content management systems are all valuable skills

• Some IT management ability is an asset

How to Apply
Interested candidates are invited to submit a cover letter and resumé attached as a PDF or Word document by 5pm on Friday, September 14, 2018 by email only to the attention of:
Pi Hiring Committee Pi Email:
All applications will be treated confidentially. Please no telephone or walk-in inquiries. Only those selected for interviews will be contacted.
Thank you in advance for your interest.
*Please note the position in the subject line*

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