Administrative Assistant

2 weeks ago


Winnipeg, Canada The Manitoba Museum Full time

**DATE POSTED**:

- Friday, April 21, 2023

**EMPLOYER**:

- The Manitoba Museum

**CITY/TOWN**:

- WINNIPEG

**BUSINESS LOCATION**:

- 190 RUPERT AVENUE

**DESCRIPTION**:

- 1. General
- The Administrative Assistant reports to the Director of Research, Collections & Exhibitions (RCE). This position provides administrative support to the Director and staff within the Division of RCE, including the coordination between other Museum departments. The Administrative Assistant maintains multiple departmental and divisional files; tracks financials; prepares divisional reports; and administers the Museum’s internal publications program. The ability to efficiently multi-task is important, as is the ability to maintain confidentiality when dealing with sensitive documents is essential. Good writing and editing skills and attention to detail are required.
- 2. Key Accountabilities & Typical Duties
- A. Provides administrative support to the Director of RCE
- To assist the Director of RCE in the administration of day-to-day activities to ensure the efficient and smooth functioning of the Division, and clear communication between the Director and divisional staff as well as other divisions.
- Provides general administrative support: drafts correspondence; maintains files; prepares minutes; responds to inquiries; communicates with external organizations; meets deadlines and ensures staff departmental deadlines are met.
- Tracks financial activities, ensuring accuracy and accountability; prepares claims, purchase orders, and invoices; assists in the preparation of divisional cash flows and projections; tracks monthly budgets (revenues and expenditures).
- Distributes financial updates (departments, sections, special projects); liaises between RCE and the Business Office.
- Updates reports and spreadsheets (e.g., 3-year rolling Research and Collecting Plan, TMM Foundation project files).
- Assists with preparing reports and documents (e.g., collections and exhibition reports, status reports, Annual Report, Mayor’s Indigenous Accord Report etc.).
- Provides administrative support on special projects; tracks staff time; liaises with external partners.
- Records and posts staff schedules; ensures accuracy and timely submission of employee monthly reports.
- Performs other duties as reasonably assigned.

B. Provides administrative support to RCE Staff, as directed by the Director of Research, Collections and Exhibitions
- To respond to staff enquiries, providing information and support that ensures smooth workflow.
- Administers RCE contribution to communication and marketing deliverables (social media posts; blogs; membership newsletter etc.).
- Administers Museum’s publications program, promoting revenue generation through the distribution and sale of internally produced publications (liaise with Museum Shop and external purchases; monitors inventory).
- Administers the Museum’s Brown Bag Lunch Program.
- Orders office supplies.
- Arranges activation of satellite phone during the fieldwork season.
- Orients new RCE staff to internal procedures.
- Prepares invoices for RCE staff upon request.
- Assists with scheduling and meal planning for meetings and related setup.

C. Other Duties as Reasonably Assigned
- MINIMUM REQUIRED QUALIFICATIONS
- 1. Skills, Abilities and Knowledge
- a) Advanced knowledge and skills involving word processing and spreadsheets (e.g., Word, Excel, PowerPoint, Project etc.)
- b) Advanced knowledge of general accounting and business routines and procedures.
- c) Ability to multi-task and work efficiently in a fast-paced work environment.
- d) Effective oral, written and interpersonal communication skills.
- e) Excellent note-taking skills.
- f) Experience in grant writing is an asset.
- g) Knowledge of collections and/or exhibition operations and procedures is desirable.
- h) Demonstrated interest in natural and human history, museums and arts is an asset.
- 2. Education Training and Experience
- a) Administrative and/or Arts Administration diploma from a recognized institution; and
- b) A minimum of three-five (3-5) years of office administration experience; and/or
- c) An equivalent combination of education and experience.**HOW TO APPLY**:

- This is a part-time 0.6 FTE permanent postion. The salary range is $25.88 to $30.90 per hour depending on experience. Please submit your resume and cover letter by May 3, 2023 to:

- Manager of Volunteer & Employee Relations
- Manitoba Museum
- 190 Rupert Avenue Winnipeg, Manitoba R3B 0N2
- Fax: 204-942-3679**CONTACT PERSON**:

- Lana Adeleye-Olusae

**CONTACT PHONE**:

- 2049607056



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