Department Assistant Jobs

Are you passionate about culture, the arts, natural history, and science? Are you keen on how these elements aesthetically come together to tell the many stories of humanity? Then consider a career at ROM.
POSITION SUMMARY:
Reporting to the Vice President Learning & Public Programs and under the work-supervision of the President of the Department of Museum Volunteers (DMV), you will provide essential secretarial, clerical, and organizational support to ensure the smooth operation of the department. Your responsibilities will include preparing newsletters, taking meeting minutes, handling phone calls, managing mail, and maintaining departmental records.
RESPONSIBILITIES:

• Compile and Word process monthly reports for the department and/or Board of Trustees as needed.
• Input touring information on the ROM website.
• Prepare newsletters such as First Magnitude, Friends newsletter, Travel newsletter, reports, DMV handbooks components, membership lists, scripts, and promotional materials as required.
• Develop and streamline administrative procedures and establish well-organized filing and computer systems for the department's use.
• Handle incoming calls, screen calls, distribute mail, maintain files, schedule appointments, and remind DMV members of deadlines and meeting times.
• Assist with various administrative tasks, including supply ordering, record-keeping, maintaining policy and procedures handbook, executive manuals, and job descriptions.
• Provide secretarial and clerical support to the Department of Museum Volunteers, including minute-taking for meetings, Board meetings, and archiving minutes from all groups.
• Maintain up-to-date knowledge of DMV activities to act as an information resource to incoming President and committee chairpersons and provide current information to the public, staff, and other volunteers.

QUALIFICATIONS:

• Exceptional interpersonal skills with a tactful and diplomatic approach. Professional office demeanour.
• Strong organizational, analytical, and problem-solving abilities.
• Excellent oral and written communication skills.
• Proficiency in computer software packages, including Microsoft Word, Excel 5.0, Publisher, Photoshop, Access, and/or other digital tools.
• Completion of a two-year program in office administration or a related field from a Community College or equivalent education and experience.
• Attention to detail is crucial.
• Minimum of four years of related administrative experience, preferably in a volunteer or non-profit organization.

Salary and Terms of Employment
START DATE: ASAP
OPEN DATE: June 20, 2023
CLOSE DATE: June 30, 2023
FIXED TERM: July 3 – September 8
EMPLOYEE GROUP: OPSEU Part-time Local 543
HOURLY RATE: 26.44 -30.22
SCHEDULE: up to 24 hours per week
PROBATIONARY PERIOD: 420 hours or six (6) months (whichever comes first)
HOW TO APPLY: ONLINE
The ROM is committed to fair and accessible employment practices. Upon request, suitable accommodations are available under the Accessibility for Ontarians with Disability Act (AODA) to applicants invited to an interview.
Diversity Statement
At ROM, we consider equity, diversity, and inclusivity foundational to our institutional success. We seek to foster a workplace that reflects the full breadth of the communities we serve and welcome applications from women, racialized persons/BIPOC, Indigenous/Aboriginal People of North America, LGBTQ2S+, and people with disabilities.
Accessibility Statement
ROM is committed to fair and accessible employment practices. Upon request, suitable accommodations are available under the Accessibility for Ontarians with Disability Act (AODA) to applicants invited to an interview.
COVID Statement
Royal Ontario Museum recognizes its heightened duty to protect employees from health and safety risks during the current pandemic. As such, an offer of employment shall be conditional on proof of complete COVID-19 vaccination with a vaccine series approved by Health Canada or the World Health Organization.
Only candidates selected for an interview will be contacted. The selected candidate will be required to participate in a Criminal Background Check conducted via Profile Investigation Inc.