The Royal Canadian College of Organists
Job Opportunity: Office Administrator

The Royal Canadian College of Organists (RCCO) seeks an experienced Office Administrator to ensure effective and efficient day-to-day office operations and to provide administrative support to the Executive Director and RCCO’s programs and leadership. As the first point of contact for RCCO members and the general public, the successful candidate will contribute positively to the implementation of the RCCO’s Vision and Mission and work collaboratively with a wide variety of individuals.

The Office Administrator will work at the RCCO office in Toronto. This is a part-time position, 25 hours per week, and the rate of pay is $25.00 per hour. The desired start date is October 3, 2022.

To apply, please submit a cover letter and resume to Elizabeth Shannon at execdirector@rcco.ca. The deadline for applications is 5:00 p.m., September 19, 2022.

The Royal Canadian College of Organists is an equal opportunity employer and encourages applications from persons identifying as visible minorities and indigenous heritage. We thank all applicants for their interest, however only those candidates selected for an interview will be contacted.

JOB DESCRIPTION

Job Summary:

Working closely with the Executive Director, the Office Administrator is responsible for day-to-day operations of the RCCO and provides support for the core functions of its business operations such as maintenance of the membership database, order processing, and website updating. The Office Administrator works with Board and Council Committees to support a wide variety of RCCO programs and services and provides assistance to the Executive Director as required.

Key Duties:

Office Administration

• Respond in a timely and professional manner to phone calls, emails and letters from members, donors, Board and National Council members, local Centre representatives, industry representatives and the public
• Process membership renewals using Wild Apricot
• Process donations using Wild Apricot and Canada Helps and issue donation receipts
• Process, package and mail online orders; maintain product inventory
• Perform database queries and prepare reports on membership, donations, social media statistics, etc. as needed
• Maintain highly organized digital and physical office files
• Prepare and distribute meeting packages for Board and Council meetings and Annual General Meeting
• Maintain and update website using Wild Apricot
• Post on social media accounts (Facebook, Twitter, Instagram) as directed by Executive Director, President, Committee Chairs
• Proofread, edit and write documents and communications, including monthly e-newsletter
• Monitor the organization’s annual calendar and ensure appropriate notices are issued and deadlines are maintained
• Provide support to the Executive Director

Bookkeeping

• Perform basic bookkeeping duties such as recording sales receipts, deposits, bills payments and expenses using QuickBooks online
• Receive, process and issue payments for bills and expense claims
• Create and issue invoices and process their payment
• Perform monthly account reconciliations
• Prepare monthly financial reports for Centres and issue payments due to Centres
• Accept credit card payments using online payment processing software
• Make regular bank deposits

Program and Project Support

• Process applications for examinations, scholarships and prizes and manage the administration of examinations annually
• Process registrations for events such as Summer Organ Academy and Organ Festival Canada
• Provide administrative assistance as needed for a variety of RCCO programs and services

Skills and Qualifications:

• excellent verbal and written communication skills with ability to build and maintain relationships
• highly proficient in Microsoft Office, including Word, Excel and Outlook
• strong multitasker, who can successfully prioritize and manage varied tasks in a deadline-driven environment
• proficient using Canva (or similar design software) to design and edit graphics for social media, e-newsletter and website
• competent using drag-and-drop module-based website editor
• previous experience with database maintenance and accounting software
• very detail-oriented, thorough, and organized
• self-motivated and able to take initiative
• able to work well independently and in a team setting
• post-secondary education
• previous experience in a member/donor-based environment and an understanding of the fundamentals of a non-profit working environment are assets
• previous experience in the arts and culture sector an asset