Department Assistant

7 months ago

Toronto, Canada Royal Ontario Museum Full time

Are you passionate about culture, the arts, natural history, and science? Are you keen on how these elements aesthetically come together to tell the many stories of humanity? **Then consider a career at ROM.**

***:
Reporting to the Vice President Learning & Public Programs and under the work-supervision of the President of the Department of Museum Volunteers (DMV), you will provide essential secretarial, clerical, and organizational support to ensure the smooth operation of the department. Your responsibilities will include preparing newsletters, taking meeting minutes, handling phone calls, managing mail, and maintaining departmental records.

**RESPONSIBILITIES**:

- Provide secretarial and clerical support to the Department of Museum Volunteers, including minute-taking for meetings, Board meetings, and archiving minutes from all groups.
- Prepare newsletters such as First Magnitude, Friends newsletter, Travel newsletter, reports, DMV handbooks components, membership lists, scripts, and promotional materials as required.
- Assist with various administrative tasks, including supply ordering, record-keeping, maintaining policy and procedures handbook, executive manuals, and job descriptions.
- Handle incoming calls, screen calls, distribute mail, maintain files, schedule appointments, and remind DMV members of deadlines and meeting times.
- Maintain up-to-date knowledge of DMV activities to act as an information resource to incoming President and committee chairpersons and provide current information to the public, staff, and other volunteers.
- Develop and streamline administrative procedures and establish well-organized filing and computer systems for the department's use.
- Input touring information on the ROM website.
- Compile and Word process monthly reports for the department and/or Board of Trustees as needed.

**QUALIFICATIONS**:

- Completion of a two-year program in office administration or a related field from a Community College or equivalent education and experience.
- Minimum of four years of related administrative experience, preferably in a volunteer or non-profit organization.
- Excellent oral and written communication skills.
- Strong organizational, analytical, and problem-solving abilities.
- Exceptional interpersonal skills with a tactful and diplomatic approach. Professional office demeanour.
- Attention to detail is crucial.
- Proficiency in computer software packages, including Microsoft Word, Excel 5.0, Publisher, Photoshop, Access, and/or other digital tools.

**Salary and Terms of Employment**

**START DATE**:ASAP

**FIXED TERM: July 3 - September 8**

**EMPLOYEE GROUP**:OPSEU Part-time Local 543

**HOURLY RATE**: 26.44 -30.22

**SCHEDULE**:up to 24 hours per week

**PROBATIONARY PERIOD**: 420 hours or six (6) months (whichever comes first)

**HOW TO APPLY: ONLINE**

**The ROM is committed to fair and accessible employment practices. Upon request, suitable accommodations are available under the Accessibility for Ontarians with Disability Act (AODA) to applicants invited to an interview.**

**Diversity Statement**

**Accessibility Statement**

ROM is committed to fair and accessible employment practices. Upon request, suitable accommodations are available under the Accessibility for Ontarians with Disability Act (AODA) to applicants invited to an interview.

**COVID Statement**

Royal Ontario Museum recognizes its heightened duty to protect employees from health and safety risks during the current pandemic. As such, an offer of employment shall be conditional on proof of complete COVID-19 vaccination with a vaccine series approved by Health Canada or the World Health Organization.

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