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Communications Assistant

SaskCulture, Regina
Deadline: April 27, 2018 - May 27, 2018

Contact

Name: Gloria Walsh

E-mail: gwalsh@saskculture.ca

Website: https://www.saskculture.ca/

Deadline

May 27, 2018

Are you looking for that opportunity to make the leap from general office to an entry-level communications position? We are looking for a full-time Communications Assistant, helping people connect and learn more about making cultural connections in Saskatchewan. The ideal candidate will be an energetic self-starter, with interest, and ideally some experience in entry-level communications, such as working on newsletters, websites and social media, who also offers fabulous customer service and is super-efficient in word-processing and database maintenance, while working in a fast-paced office environment.

Reporting to SaskCulture’s Communications Manager, responsibilities of this position include:
• Assisting in key areas of SaskCulture’s online communication initiatives, including web site,
E-update and social media;
• Providing support to various SaskCulture events and initiatives, such as Culture Days;
• Coordinating external and internal requests for promotional items;
• Providing courteous and professional front-line reception that supports the public image of SaskCulture;
• Maintaining several communication databases;
• Receiving charitable donations and membership payments; and
• Assisting in general correspondence and file maintenance.

Typically, the knowledge and abilities required for this position would be acquired through post-secondary education in office education and/or business administration with some general experience in office administration or communications. The ideal candidate will have a solid understanding of the English language, both written and verbal, along with experience in computer and database applications, event coordination, and data management. As the first point of contact for the organization, applicants must be sensitive and understanding, able to maintain confidentiality, know proper telephone etiquette, and demonstrate superior communication and client service skills. Experience working in a non-profit organization, with knowledge of the Saskatchewan arts and culture community, is considered an asset.

SaskCulture thanks all applicants for their interest; however, only those candidates being interviewed will be contacted. More information about this position can be found at www.saskculture.ca.

Forward applications to SaskCulture Inc., 404 – 2125 11th Avenue, Regina, SK S4P 3X3, or via email to gwalsh@saskculture.ca by May 27, 2018.


Job Description

JOB SUMMARY:
Reporting to SaskCulture’s Communications Manager, the Communications Assistant provides a central administrative reception role for the organization, as well as being responsible for assisting in the development and coordination of various communication initiatives and processes.

JOB RESPONSIBILITIES:

1. Assist in key areas of SaskCulture’s online communication initiatives.
- Write updates and articles for SaskCulture online communication vehicles.
- Handle updates to SaskCulture websites including: daily updates to Jobs and Opportunities; monitoring Events Calendar; uploading success stories; and updates to web content as required.
- Update and maintain data in SaskCulture’s online Visualization Map
- Format and distribute weekly E-Update in Constant Contact (some general writing will be required).

2. Assist in communication database updates and maintenance.
- Input/amend data on new and existing contacts in Theatre Manager and Online Grant Platform (OGP).
- Assist Grants Administrators with updates to OGP emails and help resolve duplicates.
- Keep media list up to date and send out media releases and public service announcements as required.
- Assist Creative Kids Assistant in setting up events in Theatre Manager

3. Provide courteous and professional front-line reception, both internally and externally, that supports the public image of SaskCulture.
- Answer incoming calls, info.saskculture@saskculture.ca, and walk-in inquiries.
- Sort incoming mail and distribute accordingly.
- Handle incoming, outgoing and daily courier pick-up
- Key operator for office equipment, including photocopier, fax, and printer.
- Make bookings for accommodations and catering for meetings, when required
- Take staff meeting notes

4. Coordinate the external and internal requests for SaskCulture and Creative Kids promotional items
- Handle requests, distribution, tracking, and storage of a range of items.
- Handle requests for displays – distribute and track
- Handle requests for logos – logo recognition questions
- Assist Communication in distribution of Culture Days SWAG – handling sorting and mailing.
- Filing Annual Reports and member magazines

5. Assist with front-end accounts receivable
- Receive charitable donations and membership payments
- Record payments received and drop off bank deposits, when required.

6. Assist in general correspondence and file maintenance

7. Provide additional general administrative duties as required.

KNOWLEDGE, SKILLS AND ABILITIES:
The incumbent must have a strong attention to detail, along with good organization and writing skills, and customer service, along with a knowledge of file management and computer use.

Typically, the knowledge and abilities required for this position would be acquired through education or certification in the areas of communication and/or business administration, along with some years of experience.

KEY CORE COMPETENCIES:
• Customer Aware and Focused: Must be committed to providing responsive services to staff and stakeholders and work respectfully within a multicultural and multidisciplinary environment.
• Team-Orientation: Must be committed to being a team player and working to meet team goals, as well as fostering teamwork and partnerships with external partners. Must effectively prevent and respond to conflict and support consensus building.
• Communication: Must be able to listen to and convey information and opinions of diverse audiences with clarity, conciseness, professionalism and cultural sensitivity, in both verbal and written contexts for both internal and external audiences.

JOB SPECIFIC COMPETENCIES:
• Verbal, Written & Electronic Communication Skills: Must have strong writing skills and the ability to prepare, proofread, and format communication tools for a variety of audiences. Must be able to communicate in a professional manner to reflect the image of SaskCulture. Knowledge of social media practices is considered an asset.
• Attention to Detail: Must be detail-oriented and precise with the ability to review work to ensure accuracy, complete information and timeliness.
• Flexibility & Initiative: Must be able to effectively handle interruptions, multi-task, and provide support to areas of SaskCulture.
• Organizational Skills: Must demonstrate strong organizational skills, with the ability to plan, set priorities, and meet timelines consistently.
• Cultural Knowledge: A knowledge of Saskatchewan arts and culture is considered an asset.
• Computer Skills: Must have a good working knowledge of computer programs such as word processing, spreadsheet and database software. Knowledge of Internet use, social media and web site maintenance will be considered an asset.
• General Office skills: Must be familiar with a variety of office equipment, computer applications, and office procedures including filing, photocopying, mailing, etc.

This position offers a competitive annual salary range of $45,882 to $53,190, plus pension and benefits.