We're Hiring: Gallery Operations Officer (Administration and Engagement)
Closing Date: October 27, 2024 at 11:59pm EST
CLASSIFICATION & REGULAR HOURS:
Hours per Week: 35
Salary Grade: 13
THE ORGANIZATION
A university-based, public art gallery since 1942, McIntosh Gallery collaborates with artists, curators and academics to develop innovative strategies to interpret and disseminate visual culture. Exhibitions, educational programs and special events provide a platform for engagement with visual art and artists. McIntosh Gallery acknowledges the support of the Government of Canada Department of Canadian Heritage, the Canada Council for the Arts through its Engage and Sustain Program, the Ontario Arts Council, Western University, Foundation Western, and our generous donors.
THE POSITION
The Gallery Operations Officer (Administration and Engagement) is a multi-functional role with a wide range of key responsibilities that support all aspects of operations for McIntosh Gallery. They work closely with the Director, supporting the daily operations of the gallery and ensuring all staff have the resources necessary to succeed through operational efficiencies. The position carries out a wide range of administrative, human resources, financial, and engagement duties, ensuring they are carried out in compliance with all of Western's relevant administrative policies and procedures, and is responsible for the integration of administrative functions while supporting the evolving information technology requirements of gallery operations. The position supports the development and implementation of short and long-term business strategies and objectives and engagement opportunities that foster strong relationships with the university and broader community. The role will assist in the resolution of administrative issues, monitor and manage physical and financial resources, and will make meaningful contributions to all aspects of the gallery’s life, acting as an ambassador for the McIntosh at all levels of internal and public engagement.
Key Accountabilities
- Ensures all administrative, human resources, and financial functions and processes are implemented in adherence with relevant legislation, and University policies and procedures.
- Ensures the efficient and effective use of McIntosh Gallery’s human, financial and physical resources and supplies.
- Responsible for daily financial activities including accounts payable/receivable transactions, interdepartmental billing, petty cash management, processing and generating invoices, reconciling Mustang Market purchases, reconciling P-card expenses, processing statements for department Director approval, journal entries, and performing general ledger inquiries.
- Monitors financial statements in accordance with the gallery operating budget and investigates discrepancies.
- Processes departmental expense reimbursements for staff, visiting artists, curators and other contracted professionals.
- Assists in the annual budget cycle, and day to day monitoring of budget groups.
- Works with the Director and staff to prepare financial and statistical data for grant applications and reports.
- Supports grant and funding applications as required and maintains all grant files including applications, reporting and recognition requirements.
- Responsible for CADAC input both financial and statistical.
- Works with the Director in the development of annual budgets, forecasting, and supports other staff in developing, forecasting, and reporting requirements.
- Coordinates and provides support for various HR functions in adherence to all collective and employee agreements, relevant legislation, and university policies and procedures.
- Supports recruitment of new staff which includes posting opportunities, participation in interview process, and facilitating the administrative on-boarding requirements of all new employees.
- Provides leadership and supervision to visitor services staff, relevant contract staff (i.e. Outreach Coordinator), relevant YCW students, volunteers and student interns.
- Manages payroll submissions and monitors hours of work for part time and casual employees as required.
- Maintains all personnel records including contracts, vacation, and sick day registery
- Recruits, supervises, monitors, evaluates, and trains visitor services staff, student interns and work study participants, YCW staff, casuals, and volunteers.
- Develops monthly work and event schedules for visitor services.
- Manages and collects required stats Looks for and implements opportunities to enhance the visitor experience.
- Recommends, develops, implements, and manages relevant and approved engagement projects, programs and events with an eye to increasing overall engagement with the Gallery.
- Recruits, supervises, monitors, evaluates, and trains relevant contract staff and summer students
- Researches, recommends and supports engagement opportunities (on campus and in community) that further the McIntosh goals and priorities and align with Western’s key priorities.
- Works with the artistic team to develop creative and innovative strategies to increase engagement Provides logistics support for off-site curatorial projects and gallery events.
- Assesses feedback and statistics to support decision making regarding outreach and engagement opportunities.
- Liaises with various university departments, including the Office of the President Western Technology Services, etc., to ensure gallery requirements are addressed.
- Develops and manages the Gallery Operations Handbook updating gallery policies, procedures, administrative systems, and templates as required.
- Recommends and implements strategies, internal policies and processes, software applications, etc., that promote continuous improvement in daily operations by increasing efficiencies.
- Participates and leads relevant organizational committees and records, circulates, and files minutes of gallery staff and advisory committee meetings.
- Supports and monitors gallery compliance with Western University policies and procedures.
- Provides administrative support for the ArtShare program including annual billing, waitlist management, and annual inventory.
- Coordinates appropriate travel and accommodation for visiting artists, curators, and academics as required.
- Provides front line support, assists with the resolution of issues, and coordinates the responses to all inquiries including managing the gallery’s main phone line and general email responding to external inquiries.
- Actively fosters a positive workplace culture in line with the galleries and Western's purpose and values, and develops trusting and respectful relationships with staff, volunteers, students, faculty, and the broader community.
- Participates in identifying and removing barriers and elevating inclusion.
Qualifications
Education
- Undergraduate degree in Business Management/Administration, Arts Administration, Art History, Museum Studies, or relevant discipline
- Courses taken in accounting and human resources
- Combined education and experience in a related field will be considered
Experience
- 3 years of experience providing administrative, human resources, financial, and engagement support in an art gallery environment.
- Experience recruiting, training, and overseeing a team of casual staff, students, and volunteers related to exhibition care.
- Experience working in a university or municipal environment considered an asset.
Knowledge, Skills, Abilities & Attributes
- Strategic and multi-dimensional thinker with the ability to see connections to integrate and leverage opportunities across gallery functions, the university, and broader community.
- Intermediate computer skills in Microsoft Office; Skills in Adobe Creative Suite (Photoshop, InDesign) and various publishing programs would be an asset.
- Familiarity with financial budgeting and principles, Human Resources principles and practices, Employment Standards Act and other relevant legislation.
- Ability to ensure expenditures and resources are within allotments, and to make appropriate modifications when required.
- Demonstrated capacity to stay up to date on relevant social and cultural trends.
- Demonstrated knowledge of the norms and protocols of the professional art gallery, and an understanding of its mission including respect for the confidentiality and security requirements of the art gallery context.
- Attention to detail with the ability to consistently produce high quality work and to manage multiple projects with competing, and sometimes fluid, deadlines, timelines, and priorities.
- Communication skills necessary to engage audiences, with confidence interacting with individuals at all levels of an organization.
- Confidence in interactions with individuals at all levels of the organization and community Ability to apply creativity, innovation and resourcefulness to daily work.
- Ability to be flexible, embrace change, and consider diverse points of view.
- An inclusive and inspiring work philosophy that values and utilizes the expertise of diverse individuals and groups (artists, teams, colleagues, other galleries, stakeholders, visitors, etc.).
- Excellent judgement, critical evaluation and decision-making skills to make a range of decisions with the ability to decide when new information calls for further action.
- Proven ability to build formal and informal relationships internally and externally.
- Ability to work within a flexible schedule to accommodate the gallery’s events and activities as determined by project and organizational need.
- Ability to work independently with minimal supervision and maintain a positive disposition under pressure.
- Commitment to view the art institution through a different lens, in a way that will facilitate an openness to consider and create a new way of working that compels the McIntosh to rethink what we do, who we do it for, and how we do it.
- Ability to stay up to date and familiar with all University and gallery policies and procedures.
- A life-long learner with knowledge and a passion for the visual arts and public art galleries.
Background Checks
Please note, successful applicants will be required to produce a current, clean driving abstract prior to commencing employment.
Western Values Diversity
The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.
Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone 519-661-2194.
To Apply
Interested candidates can apply online through Working at Western via recruit.uwo.ca. Job ID: 37012.
Please Note: We thank all applicants for their interest; however, only those chosen for an interview will be contacted.
