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ADMINISTRATIVE COORDINATOR

The WVCAC is seeking a part-time Administrative Coordinator to handle multiple responsibilities, including supporting the operations, events, and programming of the West Vancouver Community Arts Council (WVCAC). This position manages day-to-day administrative tasks, coordinates volunteers, assists with financial tracking, and supports the ED in grant applications. This is a primarily on-site position and requires some evening and weekend availability during concert series and exhibition openings. 

The ideal candidate is self-driven and self-motivated, exceptionally organized, proactive, and able to anticipate needs. This person loves spreadsheets and systems, thrives in a small but fast-paced environment, approaches challenges with resourcefulness, and maintains strong attention to detail. The position advances administrative processes, operations, and the important work of the West Vancouver Community Arts Council. 

Reporting to the Executive Director, the Administrative Coordinator’s role involves interacting with staff, artists, members, volunteers, and visitors. Willingness to work Saturdays is important. 

If you possess most of the essential criteria, we encourage you to apply, and we welcome transferable skills from other industries or backgrounds.

Application Deadline: December 13, 2025

Working Conditions: 

Part-time in-office position.

30 hours per week; some evenings and weekends.

Responsibilities:

Volunteer Coordinator:

• Volunteer recruitment and training 
• Schedule volunteer gallery hosts for daily shifts 
• Schedule volunteers for the front of the house throughout the year

Bookkeeping and Administrative Coordination:

• Daily sales reconciliation, including data entry and weekly bank deposits 
• Keep track of statistics and attendance 
• Prepare contracts for artists and performers 
• Support the Executive Director in grant applications 
• Assist with in-house raffles: licence application, item procurement, preparing raffle tickets and summary sheets, tracking ticket sales, and filing the final report

Office and Rental Coordination: 

• Monitor general information and rental emails 
• Respond to rental requests, coordinate site visitations, prepare contracts and payments 
• Liaise with the District of West Vancouver maintenance department

Events Support: 

• Assist in executing performances, live events, and presentations with a solutions-focused approach 
• Assist with online and in-person ticket sales, front of house and revenue reports 
• Respond quickly to evolving event needs with resourceful, on-the-spot problem-solving 

Qualifications:

• Post-secondary degree in a related field (business administration, arts administration, communications). Equivalent experience will be considered 
• Project Management: Strong organizational skills to manage multiple projects and deadlines simultaneously 
• Experience with volunteer management 
• Collaboration: Ability to work effectively with diverse groups, including volunteers, artists, staff, sponsors, and stakeholders 
• Communication: Excellent verbal and written communication skills 
• Minimum of 3 years of experience in administrative and customer service roles 
• Familiarity with QuickBooks and basic understanding of accounting 
• Proficiency in Microsoft Office Suite, particularly Excel (shortlisted candidates will be exposed to an Excel test) 
• Strong experience in customer service and sales with a love of numbers and spreadsheets 
• Experience in using CRM

Remuneration:

$24 per hour; 30 hours per week

How To Apply:

Please submit your cover letter and resume to Mirjana Galovich, Executive Director at westvanartscouncil@shaw.ca by December 13, 2025.

West Vancouver Community Arts Council offers a welcome and safe space for all who engage with it. We provide opportunities and places of connection for a diverse community. We encourage applications from underrepresented members of groups, including, but not limited to:

• Indigenous Peoples (First Nation, Métis, and Inuit). 
• People of colour.
• 2SLGBTQIA+ community. 
• People living with one or more visible and/or invisible disabilities. ▪ Other groups who experience systemic barriers to participation. 

No phone calls please. Thank you to all those who apply. Only those short-listed for interviews will be contacted