CAREER OPPORTUNITIES 2017-10-13T19:02:26+00:00

CAREER OPPORTUNITIES @ STC

Since 1971, STC has been a vital cultural entity in the community, presenting audiences with the chance to experience award-winning productions that are emotionally powerful, socially conscious, consummately entertaining, and often uniquely reflective of our great northern lifestyle. STC is the only English-language professional theatre between Sudbury and Thunder Bay.

STC IS CURRENTLY SEEKING AN ADMINISTRATIVE EXECUTIVE COORDINATOR

 

SUMMARY                       

Under the Direction of, and reporting directly to the Interim Operations Manager, the Administrative Executive Coordinator is responsible for the efficient business operations and smooth functioning of the Sudbury Theatre Centre office.  Duties include bookkeeping, clerical support, venue rentals, special events, securing actor accommodations and procurement.

RESPONSIBILITIES

Executive Services

  • Prepares various confidential reports and documents, correspondence, memoranda, agendas and minutes utilizing the necessary computer software
  • Participates in meetings, records, transcribes and distributes agendas/minutes as required
  • Prepares for meetings ensuring room set-up and necessary material is available
  • Uses reference material effectively
  • Maintains appointments, schedules, meetings, and travel arrangements
  • Greets business associates/patrons in a professional and courteous manner
  • Arranges travel plans as required including the preparation of travel claim expenses
  • Performs other related duties as required to assist in the effective and efficient operation of the  Administrative offices

 Bookkeeping

  • Maintains QuickBooks to ensure accuracy of all financial transactions and postings
  • Tracks all receipting and depositing of income
  • Administers accounts payable including the inputting of supplier invoices and processing of all payments
  • Data entry including accounts receivable, income, accounts payable, general ledger entries
  • Assists with the preparation of Canada Council, Ontario Arts Council and other funding applications including updating CADAC (training provided)
  • Reconciles general ledger, accounts payable and receivable on a monthly basis
  • Manages vendor relationships
  • Reconciles all bank accounts on a monthly basis
  • Reconciles credit card expenditures on a monthly basis
  • Prepares monthly financial statements in a timely manner for the Finance Committee
  • Prepares and maintains the audit files for year-end
  • Reconciles the box office system Theatre Manager on a daily basis to the QuickBooks system (training provided)
  • Prepares payroll cheques for all staff on a weekly basis
  • Prepares Record of Employment Earnings forms when needed
  • Prepares tax receipts
  • Issues remittances to Canada Revenue Agency including HST, Canada Pension Plan, Employment Insurance and Income Tax
  • Prepare and issues T4s and T4As
  • Prepares the required Canada Revenue Agency forms as applicable, such as Registered Charity Information Return

 Communication

  • Ensures accurate and immediate flow of information
  • Accurately and expeditiously receives and relays calls as necessary, ensuring calls are screened and extended to the appropriate location
  • Communicates in an effective and professional manner
  • Keeps the appropriate supervisor aware of unusual or noteworthy calls or requests
  • Collects and distributes mail
  • Coordinates flow of information internally and with patrons, other organizations, staff
  • Ensures Interim Operations Manager is kept apprised of documents received as appropriate
  • Establishes liaison with various theatre companies, organizations and provincial agencies when necessary

 Support Services

  • Photocopies and collates documents for distribution and mailing
  • Assists with preparation of monthly Board Books, including back up material for the Chair of the Board when requested
  • Assists with special events as needed
  • Authors replies to routine correspondence and inquiries and prepares for designated signature
  • Maintains file systems both electronic and paper form for memoranda, contracts, financial materials, correspondence, letters and confidential reports
  • Accurately and efficiently performs office duties such as keyboarding, photocopying, filing, processing mail and answering phones
  • Ensures Artist accommodations options are provided as per the Canadian Theatre Agreement or are arranged as specifically contractually necessary
  • Competently uses a computer and related software, fax machine, photocopier and other office equipment to effectively perform duties as required
  • Assists with rehearsal hall, office, venue and equipment rentals including soliciting bookings, liaising with renters, issuing contracts, tracking payments and keys and inspection of facilities after each rental

Information Requests

  • Exercises knowledge of information requests received requiring a response
  • Uses decision making and communication skills to effectively respond to requests for information
  • Keeps information in confidence
  • Shares and passes on relevant information

Team Work

  • Accomplishes own share of the workload and assist others when necessary
  • Assists other staff when there is a disproportionate work distribution or work demand
  • Exercises interpersonal skills to effectively work with others

 Health and Safety

  • Inspects work site and equipment before actually starting to work
  • Uses/wears safety equipment, protective devices or clothing properly
  • Reports any injuries, illnesses or unsafe working conditions to a supervisor
  • Complies with and promotes Health and Safety practices in the workplace in accordance with departmental procedures

 QUALIFICATIONS

  • Secondary School Diploma with preferable additional courses in Administrative Assistance or Accounting, Bookkeeping, Business Administration related programs
  • Experience in the not-for-profit sector, an asset
  • Three to five years of experience, preferably at an administrative executive coordinator level
  • Demonstrated proficiency at an advanced level in software applications such as Windows, Microsoft Office including Word, Excel and Powerpoint.
  • Knowledge of QuickBooks is preferable
  • Keyboarding skills of 50 w.p.m.

SKILLS

  • Proven ability in the use of office equipment and other business technology tools
  • Demonstrated proficiency in maintaining financial records
  • Ability to compile and disseminate information in a suitable fashion
  • Must be self-motivated and possess the ability to work with minimum supervision
  • Ability to maintain accuracy with a large volume of work
  • Ability to work under pressure to meet deadlines
  • Demonstrated communications skills both oral and written
  • Proven organization and time management skills
  • Ability to work independently and collaboratively as a member of the team

Please click the APPLY NOW button to submit a cover letter and resume by email detailing why you believe you are an ideal candidate for this role and how you fulfil each of the requirements as detailed in the position description. STC is an equal opportunity employer.

DEADLINE FOR APPLICATIONS

Wednesday 25 October 2017. Interviews will be conducted the week of 30 October 2017. STC is not responding to inquiries for this position and only those selected for an interview will be contacted. STC thanks all applicants in advance.


THANK YOU FOR YOUR INTEREST IN WORKING WITH US AT STC. VISIT OFTEN FOR MORE OPPORTUNITIES.