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HELP WANTED: Part-time Administrator – Remote Position*

The Canadian Society of Decorative Arts/Cercle canadien des arts décoratifs (CSDA/CCAD) was founded in 1981 as a non-profit charitable organization to provide a forum for those interested in the study, appreciation and promotion of the decorative arts in Canada through programming and publications. First published in 2006, Ornamentum magazine is CSDA/CCAD’s flagship publication. For more information about CSDA/CCAD, please visit: www.csda-ccad.org. Ornamentum magazine is a publication of the Canadian Society of Decorative Arts/Cercle canadien des arts décoratifs (CSDA/CCAD). Ornamentum is the only magazine dedicated to design and decorative arts in Canada. For more information about Ornamentum Magazine, please visit: www.ornamentum.ca.

THE WORK

The Administrator’s role is primarily to manage and coordinate the day to day operations of the society, to provide effective service to members of the society and subscribers of Ornamentum magazine; and to offer administrative support to for virtual and in-person events. The administrator also updates content on the CSDA website.


REPORTING TO

The Administrator works with and reports to the President of the Board.


RESPONSIBILITIES

(i) Membership Coordination
- Works with the Membership and Communications Chairs to execute membership policies and provide good member service.
- Maintain the membership database – new, complimentary, and renewal updates, changes of contact information, event participation, and donations. The Society uses the Wild Apricot web/member management platform.
- Coordinate new member onboarding programs, including orientation and year-round engagement throughout the first year of membership, and participate in member and prospect outreach and retention follow-up (email/phone).
- Produce mailing labels for membership mailings and mail membership-related material as needed.
- Prepare reports as needed.

ii) Magazine Support (Twice Yearly Publication)
- Process new, complimentary, and renewing subscribers. Provide new subscribers with a welcome kit and magazine as required.
- Oversee delivery/subscription fulfillment (in collaboration with Circulation & Advertising agent).
- Maintain and update the mailing list in advance of each issue being mailed out.
- Maintain the subscription database – new and renewal updates, changes of contact information.

(iii) Office administration
- Maintain office supplies and CSDA/CCAD print materials: letterhead, envelopes, membership brochures, etc.
- Provide administrative support for the Board of Directors and committees as needed.
- Manage the CSDA and Ornamentum Gmail accounts.
- Manage changes/additions to Google Workspace Admin Console (new users, drive access updates, troubleshooting) as needed.
- Upload files to the general Google Drive central filing system (agreements, correspondence, and related material, membership and subscription letters and notices, etc.).
- Respond to telephone inquiries through our general office number.
- Work with Bookkeeper, Treasurer and President on an as-needed basis.
- Pick up mail from the Post Office biweekly and manage the Storage Locker Access (if the employee lives in Toronto).
- Assemble mailings and ship holiday ornaments or other products, as required.
 - Performs additional functions as assigned.

(iv) Website and Back-end Member Management Database (Wild Apricot platform)
- Website management: create, edit, and update content with current information about programming, events, members, institutional members, as required by various Board Committees and Ornamentum magazine.
- Maintain all data within the back-end Member database, including updating/creating/archiving records, editing online store inventory, running reports, and tracking Member analytics/metrics to help optimize member management and outreach, and other tasks as required.

(v) Organizational Event Support:
- Help set-up programming information for registration in Wild Apricot and/or Eventbrite.
- Provide administrative, design, and tech support to set up and deliver in-person events and online programming via the CSDA Website, Zoom, JotForm, Eventbrite and Mailchimp.
- Track participants and prepare excel spreadsheets with names of registered participants through Eventbrite or Wild Apricot. Forward final registration list to the Program Committee or the event planning lead the day before an event.
- Follow up with non-members registrants about program fee and membership.
- Record events with Zoom. Edit and upload recordings on Vimeo platform. Send registrants email after the event with a website link for recording.
- Move the event information on the website to the past event page and post the recorded event on the CSDA website for members only.
- Manage MailChimp audience, including the addition/editing of records, tag/group creation and editing, and regular list scrubbing to maintain compliance standards.

(vi) Financial Administration Support:
- Create and process cheque requisitions if no invoice is received.
- Process credit card payments.
- Provide Member receipts to the bookkeeper (e.g., Square).
- Create and report tax receipts for all donations in the database and send them to the Bookkeeper.
- Prepare and post receipts, invoices for all auction recipients, refunds (once a year).


CANDIDATE PROFILE

Working from a home office, the ideal candidate will have strong digital literacy skills, be highly organized, detailed-oriented, and self-motivated and will have:


- The ability to take initiative and work independently on a wide range of projects simultaneously and effectively with minimal supervision.
Excellent writing and editing skills in English, with French being a significant asset.

- Strong proficiency in tech platforms and comfortable adapting to new digital tools and resources.Experience with Google Workspace (including Admin Console), JotForm, Eventbrite, Zoom, Vimeo, MailChimp (or similar email marketing platform).
- Knowledge of, or willingness to learn, Wild Apricot platform or experience with other Member/CRM databases (e.g., Salesforce, MemberClicks, Membee).
- Experience with content management systems (preferably WordPress); understanding of UI/UX design principles and best practices being a significant asset.
- Some knowledge of accounting practices as well as knowledge of Square and PayPal payment systems.
- Familiarity with SEO/SEM best practices, Google Ads, and Google Analytics 4 an asset.


    COMPENSATION

    $22.50/hour to provide administrative duties for a maximum of 14 hours per week plus related expenses to be paid with proper receipts (office supplies). Additional work hours may be anticipated in the following years. This is a part-time contract position; details of work and time sheet required monthly with invoice. Candidate should be based in Toronto.

    Interested candidates should forward their letter of intent and résumé to julie@csda-ccad.org by 5:00 pm ET on Thursday, June 20, 2024. Please call Julie Riches with any questions about the process: 905-467-0063.

    We thank all applicants for their interest. Only those selected for an interview will be contacted.



    The Canadian Society of Decorative Arts/ Cercle canadien des arts décoratifs was formed, with the generous support
    of the Macdonald Stewart Foundation, to provide a forum for all those interested in the decorative arts.
    © 1981 - 2024 Canadian Society of Decorative Arts / Cercle canadien des arts décoratifs