Job Description: Administrator
Organization: Theatre Nova Scotia (TNS)
Reports to: Executive Director

About Theatre Nova Scotia:
Theatre Nova Scotia (TNS) is a registered charity dedicated to supporting the vibrant theatre community in Nova Scotia. TNS provides awareness, marketing, and production assistance to individual theatre artists as well as community, professional, and affiliate theatre companies across the province.

Position Overview:
The Administrator plays a critical role in ensuring the smooth operation of Theatre Nova Scotia's office, financial processes, and Board activities. This position involves managing shared equipment and supplies, maintaining office space, supporting financial and records management, and assisting the Board of Directors with meeting coordination and administrative tasks.

Key Responsibilities:

Office Equipment and Supplies

• Oversee the proper usage and maintenance of shared office equipment, including the photocopier, postage equipment, computer, fax machine, refrigerators, dispensers, and other devices.
• Train staff and enforce user policies for office equipment.
• Provide end-of-month records (e.g., stationery, photocopies, postage charges) to the bookkeeper.
• Liaise with suppliers, monitor costs and usage, and assess supplier effectiveness.
• Purchase and maintain office supplies, organize the supply storage cabinet, and conduct periodic inventory, including an annual fiscal-year-end inventory.

Office Space Management

• Manage office space and enforce space policies.

Financial and Records Management

• Collect and assemble receipts and invoices for biweekly EFT payments.
• Coordinate with the Perform program to collect payment information and maintain payment records for the annual audit.
• Maintain records and necessary data for all grant activities
• Assist in maintaining database accuracy.
• Manage and coordinate passwords and access for the office, staff, and volunteers.
• Maintain inventory of TNS property, policy manuals, procedures, contracts (including shared services contracts), and organizational files.
• Coordinate flow of information and documents for Merritt Jury process

Board Support

• Schedule and organize Board meetings, Committee meetings, and the Annual General Meeting.
• Contact Board members via email one week prior to meetings and notify the President if a quorum appears unlikely.
• Prepare agendas and distribute agenda items, minutes, and other information to the Board of Directors and Federation representatives.
• Register with the Registry of Joint Stocks as required.
• Prepare reports as directed and keep the Board informed of relevant problems or information.
• Assist with the preparation of the annual operating grant application.
• Arrange for meeting refreshments and photocopy meeting materials when necessary.
• Update Board of Directors lists, Federation President lists, and Committee lists.

General Administrative Support

• Maintain organized records of Board minutes, Executive Committee minutes, and other documents.
• Perform additional daily administrative tasks as directed by the Board of Directors, Management Committee, and Executive Director.

Qualifications:

• Proven experience in office administration, operations, or a related field, preferably within the arts or non-profit sector.
• Strong organizational and multitasking skills with excellent attention to detail.
• Proficiency with office equipment and technology, including basic IT troubleshooting.
• Knowledge of financial processes such as invoice management and maintaining payment records.
• Strong interpersonal and communication skills, with the ability to build and maintain positive relationships.
• Experience coordinating Board or committee meetings is an asset.
• Familiarity with database systems and records management is an asset.
• Passion for theatre and the arts is a strong asset.

Salary: $20-$22 per hour - Permanent Full Time

Qualified applicants will be interviewed on a rolling basis. Final applications are due by February 5th. The position will begin at the end of February (negotiable).

Send cover letter, resume, or any other supporting materials to mferraro-hauck@theatrens.ca

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