Administrative Clerk – Operations

Job Posting: Administrative Clerk – Operations

About The Exploration Place:

As the largest museum and science centre outside of the lower mainland, The Exploration Place has taken a leadership role in the region and has offered quality programs and services for over two decades. The Exploration Place is a charitable organization with a mission to provide learning opportunities that foster an understanding of significant past and current issues shaping our community by linking experiences within the Regional District of Fraser-Fort George to the world in a unique, participatory Museum of regional history, science, and technology. You will be joining a team of enthusiastic and passionate individuals whose goal is to work together for the success of all departments and have fun doing it! This position is ideal for a detail-oriented, energetic, creative person who has a passion for supporting the meaningful programs and services we offer and wants to be a part of a team that makes a positive impact in our community.

Who are we looking for?

We are seeking an enthusiastic, outgoing, and motivated person who is ready to take on new tasks because you never truly know what the day will bring when you work at The Exploration Place. Everyone plays a role in The Exploration Place’s daily operations. You are comfortable working with colleagues in different departments to help meet our shared goals and build trust. 

You are a team player who is comfortable working together under the direct supervision of the VP – Operations in collaboration with the CEO and Senior Leadership Team. You are detail-oriented and organized, complete tasks in a timely manner, and are independent yet flexible and collaborative. 

What are the hours and benefits?

This is a permanent, full-time position with a regular Monday to Friday workweek. A regular workday is 8 hours, with a 30-minute unpaid lunch break. We are looking for someone who is flexible and available outside of these hours for museum events on evenings, weekends, and statutory holidays, with notice. 

After a 3-month probationary period, benefits include:

• Extended health and dental benefits
• Vacation accrual of 2 weeks (80 hours) annually
• Sick leave of 10 days (80 hours) annually
• Annual Membership to The Exploration Place
• Staff discount to Origins Kitchen and Elements Retail
• Professional Development opportunities related to this position and the museum and science centre industry 

Job Summary:

The Administrative Clerk – Operations is responsible for providing administrative support for the Operations department coordinating bookings such as school programs, birthday parties, business events, and more. This involves scheduling bookings, relaying information to various department managers, generating invoices, maintaining a shared calendar, communicating booking information by phone or email to the general public, and other related functions within the Museum. Accuracy, attention to detail, and confidentiality are of the utmost importance in this role. 

 Knowledge, skills, and abilities we are looking for:

• A minimum of high school graduation or equivalent. Some post-secondary education preferred related to Office Administration, Administrative Clerk, Business, or Finance
• At least one year of experience in a role with transferable skills
• Experience with coordinating schedules and maintaining calendars
• High level of proficiency with all Microsoft Office 365

 The successful applicant will be responsible for the following:

• Answering booking emails, sending confirmations, or redirecting emails to proper departments
• Managing the daily, weekly, and monthly schedule of various events
• Communicating new and ongoing event requests to relevant departments
• Maintaining the daily events calendar and related files
• Preparing and emailing invoices
• Working collaboratively with the Administrative Clerk – Finance and Senior Leadership Team to ensure day-to-day office needs are met
• Operating a 4-line switchboard; working with the Administrative Clerk – Finance to answer the telephone and deal with queries from the public and customers in a positive and friendly manner
• Providing administrative support including but not limited to our annual Board social, staff Christmas party, monthly Board meetings, and staff training meetings
• Maintaining and purchasing general office supplies for all departments
• Front Desk administration and assisting in other departments when needed
• Participating in staff meetings as required
• Other duties assigned by the VP – Operations and approved by the CEO or other members of the Senior Leadership Team

What type of skills and background are we looking for?

• Excellent data entry and computer skills, attention to detail, accuracy, ability to meet tight deadlines
• Friendly, professional, responsible, and adaptable
• Ability to interact, cooperate, and collaborate with co-workers and clients in a positive, respectful fashion that fosters trust
• Experience working with the public; excellent customer service skills
• Ability to work in a fast-paced, customer-orientated facility in cooperation with other staff and departments
• Strong ability to manage time efficiently and to think logically and methodically
• Excellent written and verbal communication skills
• Fairly well-versed in most things administrative, and enjoys working within teams and independently
• Experience with accounting and reporting systems

The Exploration Place is an equal opportunity employer.

We do not discriminate against ability, ethnicity, gender identity, socioeconomic background, or sexual orientation. We strongly encourage applications from racialized individuals, under-represented communities, diverse backgrounds, identities, and experiences. We’re looking for motivated, compassionate people who can execute from the ground up. The Exploration Place is committed to providing our team members with safe, quality work experience, employability skills, and access to career development through professional development opportunities and mentoring. We use an in-depth, hands-on training program that allows our new employees to learn by doing, working closely with all departments and our leadership team.

All offers are subject to the satisfactory completion of reference, police criminal record checks, and proof of vaccination.  Only successful applicants will be contacted. Please email or drop off your resume, cover letter, and three references to Alyssa Gerwing, VP – Operations.

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