Administrative Assistant - Arts & Culture

Administrative Assistant - Arts & Culture

Summary
This position provides administrative support for arts development programs, policies and initiatives.

Key Duties & Responsibilities

• Acts as receptionist for the Arts and Culture Division, responding to email and phone inquiries.
• Assists current and prospective applicants in understanding CRD grant opportunities, including eligibility, how to fill out forms, and how to navigate the application process.
• Prepares and sends grant notification letters to applicants.
• Tracks and reviews reporting from past grant recipients.
• Supports external adjudicators through the grant adjudication process.
• Maintains digital and hard copy files.
• Maintains and updates databases.
• Assists with maintenance and development of statistical records.
• Assists with development and maintenance of yearly critical path.
• Maintains records of policy decisions.
• Generates cheque requisitions, works with accounts payable, and tracks invoices.
• Prepares documents for signature, including confidential information.
• Acts as Recording Secretary for the Arts Advisory Council and other committees, assisting in preparing/ distributing agendas, preparing minutes and following up on action lists.
• Schedules meetings, books rooms, confirms attendance, arranges required materials and obtains equipment as needed.
• Supports the logistics of other events and gatherings when necessary.
• Responsible for the purchasing and tracking of office supplies and other expenses.
• Follows all policies, procedures and standards of the CRD
• Performs other related duties as required.

Key Skills & Abilities

• Excellent communication (verbal and written), interpersonal and customer service skills are required.
• Proficiency and experience with Microsoft Office software (Word, Excel, Acrobat, PowerPoint, Outlook, Teams).
• Ability to learn new, and legacy, software programs.
• Aptitude for navigating SharePoint (storing, maintaining and retrieving files) and other network systems.
• Ability to set up complex correspondence, reports, tables, spreadsheets.
• Advanced Business English, punctuation, spelling and grammar skills with the ability to compose administrative correspondence and proofread reports.
• Ability to work with limited supervision and use good judgment.
• Ability to organize workload under constant deadlines in an ever-changing environment.
• Demonstrated interest in and a willingness to learn about issues and policies related to arts funding.
• Ability to maintain a high degree of accuracy with a demonstrated ability to deal with confidential and/or sensitive issues and information.
• Ability to track and oversee contract expenses.

Qualifications

• Diploma in a related discipline
• A minimum of 3 years' directly related experience
• An equivalent combination of education and experience

APPLICATIONS
To apply for this exciting opportunity, please go to www.crd.bc.ca and click on 'Careers' to submit your resume and covering letter online.
We welcome all qualified applicants to apply and may consider a combination of experience, education and/or training where possible.
The Capital Regional District wishes to thank you for your interest and advises that only those candidates under active consideration will be contacted.