Finance and Administrative Coordinator

Job title: Finance and Administrative Coordinator

Job description: eatART fosters art research with a focus on large-scale, technically sophisticated art by supporting both independent and internal art projects. We use art to educate people about the role energy plays in our lives and to raise questions about the social and environmental impact of energy use.

We aim to forge community at the intersection of art and science to build a sustainable future. We welcome you to join us on our mission to become Canada’s community hub for innovative sustainable art.

Based out of our lab/workshop on the Great Northern Way Campus in Vancouver, eatART has been a registered charity, volunteer run since 2007. We support artists by providing the space, community support, and technical infrastructure needed to realize long term projects that would otherwise be unfeasible.

Our website:

A Bit About the Role

eatART is looking for a part-time Finance and Administrative Coordinator. A successful candidate will have exceptional communication and problem-solving skills to handle budgeting, office duties, and to analyze and optimize office operations. You will also develop creative solutions to problems, answer questions, and take part in financial planning and decision making of eatART.

What You’ll Do

• Enable continuous improvement: design and execute changes to optimize efficiency and effectiveness
• Ensure compliance: adhere to accepted accounting standards for non-profits, regulatory, legal and tax requirements
• Oversee financial operations: accounts payable, gift processing, cash disbursement, financial report preparation and cash disbursement functions
• Enable planning: facilitate the development of budgets, forecasts and multi-year plans
• Maintaining records and documentation: creating and editing documents, reports, spreadsheets; performing data entry; maintaining database and spreadsheets
• Assisting with special projects, such as process improvements and budget development

Core Responsibilities

• Maintain financial records via Quickbooks Online
• Work with bookkeepers & accountants to file annual tax return
• Present financial documents at AGM
• Prepare paperwork for the organizations charity status submittal
• Help with other miscellaneous admin paperwork (e.g. Insurance)
• Coordinate reimbursements to members
• Submit payments for bills & invoices
• Prepare documents to comply with employment requirements
• Provide reports to directors
• Organize AGM (Record minutes and create documentation)
• Organize monthly meetings
• Assist/coordinate members in the implementation of meeting action items
• Organize and maintain document filing system (physical and digital)
• Act as the point of contact for events / use of space requests
• Act as the point of contact for landlord and property management team
• Assist with new member onboarding
• Assist with drafting agreements between artists and the organization
• Add new members to our IT systems
• Manage shared calendar to ensure coordination of space usage
• Gather feedback from members and stakeholders to improve organization and communications
• Prepare monthly updates for key stakeholder groups
• Support the project teams in administration, procurement, and logistics.
• Support volunteer officers as needed (volunteer coordinator, safety, media, etc…)
• Help to organize annual donation drive
• Research and apply for grants and other fundraising opportunities
• Seek out and receive gig requests and then send to project teams

Who You Are

• Fast and flexible learner
• The ability to communicate accountancy and financial concepts to non-finance stakeholders
• Experience in accountancy / finance
• Outstanding communication & organizational skills
• High numeracy and technical skills
• Problem solving skills and initiative
• Strong attention to detail and an investigative nature
• An ability to analyse information; use good, independent judgement; and a willingness to challenge constructively when necessary
• Reliable and able to follow issues through to completion with meticulous attention to detail
• Tech-savvy with strong computer skills in word, excel and cloud-based systems.
• Bonus: experience in a non-profit environment

Desk space provided but working from home during the pandemic is prefered. Time commitment is variable, and ranges from 4-16 hrs a month, schedule is highly flexible. Laboratory and Workshop space primarily used by members outside of typical office hours (evenings and weekends). Meetings will need to be scheduled at a variety of times throughout the week (eg. monthly meetings last Monday of month at 7pm).

Hourly rate: 16 – 20 $/hr admin role and 20 – 30 $/hr finances / bookkeeping.

To Apply:

Please email your greatest passion, the reasons you are applying, and resume to:

Please indicate you saw this posting at GoodWork.

What You’ll Gain/ Why Join Us?

• Gain valuable and transferable skills, working in a friendly, vibrant and dedicated team
• Expand your network by working alongside a team of young professionals
• Be part of a movement, striving for bold changes and envision to make a big impact. Bring your passion, energy and creativity to participate
• Learn and grow as you continuously develop your skills in administrative and financial portfolios. You might join us because of your skills in business administration, but you are able to contribute to any team’s work if you’d like.

Company: eatART Foundation

Expected salary: $16 – 20 per hour

Location: Vancouver, BC

Job date: Sat, 06 Mar 2021 06:20:27 GMT