Work with VIVO — VIVO Media Arts

Operations & Administrative Assistant

VIVO Media Arts Centre (“VIVO”) is a settler-founded and operated organization located on the stolen, sacred and ancestral territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ílwətaɬ (Tsleil-Waututh) Nations. Incorporated as Satellite Video Exchange Society (“SVES”), VIVO acts as an agent for emergent experimental media arts practices. Our programs foster formal and critical approaches to media arts and reflect the diversity of contemporary technologies and communities that coalesce around new forms of knowledge and creativity. VIVO builds an engaged audience through workshops, production support, distribution, artist residencies, performances and exhibitions, as well as curatorial and archival research. We also attend to a significant and substantial repository of media art history. Through these activities and our extensive archival resources, VIVO plays a unique role in facilitating and fostering artistic practices in the region.

VIVO’s vision is for everyone to have the means and agency to creatively question and participate in their mediated worlds.

VIVO’s mission is to nurture past, present, and future media arts discourses and communities through equitable and public access to resources for preservation, production, and dissemination.

Position Description:

The Operations & Administrative Assistant supports VIVO’s day-to-day operations and is the first point of contact at the front desk. Working closely with and reporting to the General Manager, they will support the non-profit society administration, facilities/venue operations, and rental services. This is an on-site position at 2625 Kaslo Street, Vancouver, BC.

Start Date: As soon as possible.
Contract length: Permanent position with a 3-month probationary period
Hours: 24 hours a week (Tuesday through Friday). Occasional evening and weekend work would be required with notice.
Compensation: $36,192 - $38,688 salary commensurate with experience
Benefits: Health and Dental Coverage (50% employer paid), six weeks paid vacation

Tasks and Responsibilities

The first point of contact is at the front desk
Support administrative finance procedures by managing point-of-sale (Square) transactions, reconciling the credit card on a monthly basis, and maintaining financial records in Dext
Assist with day-to-day operations of VIVO’s facility, answering incoming calls, taking messages, directing phone calls and emails to appropriate individuals, greeting visitors and guests, and managing general inquiries
Ensure the front of the house, reception desk, and outdoor ramp/site area are tidy, clean, accessible, and welcoming for visitors and guests
Support the Events and Communication Manager in the coordination of studio rentals by providing access/information, arranging inquiries for studio bookings and venue tours
Apply for event permits and licenses
Assist with administrative finance procedures by: processing admissions payments and sales orders at the Point-of-Sale system, issuing invoices, and following up payments
Assist VIVO’s programming staff in coordinating and hosting events, helping with setup, teardown, greeting visitors, scanning tickets, and cleaning up
Assist with tracking and recording visitor attendance for events
Assisting with the VIVO membership database
Assist with centre and site maintenance and security tasks as they arise
Schedules meetings, gather agenda items, and take minutes in the meetings
Restock office and venue supplies

Qualifications

At VIVO, we recognize the value of paid and unpaid work experience and transferable skills and knowledge. We encourage applications from candidates who meet some or all of the following or other relevant qualifications:

Proven track record of providing exemplary customer service
Well-developed communication skills and comfortable working cross-culturally and with guests/visitors of all ages
Excellent organizational, verbal, written and interpersonal communication skills
Demonstrated ability to be self-motivated, with an ability to organize day-to-day operations, meet deadlines, set and meet budgetary goals, work well under pressure and exercise sound judgment in setting priorities
Proficient in MacOS computing environment, including Final Cut Pro, MS Office, Adobe software, Filemaker Pro etc., cloud-based storage systems such as Google Drive, databases (or demonstrate the ability to learn software quickly)
Experience working in an administrative capacity
Experience working with artist-run centres, collectives or community-based organizations
Personal commitment to some form of creative cultural practice
Willingness to work occasional evenings and weekends

Working Conditions

‍The Operations & Administrative Assistant is an on-site role at VIVO’s office and provides onsite support during operating hours. At VIVO’s office, they will be exposed to noise and a regular flow of people. The Operations & Administrative Assistant must have the capacity for extended periods of concentration with computer and mobile phone technology.Moderate lifting (up to 30 pounds) may be required on an occasional basis.As we are in a shared building, we cannot guarantee a scent-free space. However, we aim to have a scent-reduced space. If you have specific questions relating to the accessibility of our space, please email the General Manager at admin@vivomediaarts.com.

Hiring Process

‍All candidates are asked to submit a resume and cover letter. Applications will be regularly reviewed. The posting will remain open until May 12, 2024.

Please submit your application to admin@vivomediaarts.com with the subject line: “Operations & Administrative Assistant.”

The first round of interviews will occur the week of May 20th, 2024.

While we thank all candidates for their interest, only those short-listed will be contacted. If you have any questions, please email the General Manager (admin@vivomediaarts.com).

Accessibility

‍VIVO Media Arts Centre is making ongoing efforts to improve the accessibility of 2625 KasloSt. A wheelchair ramp is located on the west side of the main entrance. There is a gender-neutral washroom with a 33-inch entrance and handrail. More information is available at www.vivomediaarts.com/venue-accessibility. If there are ways we can support the accessibility of the application process or understanding of accessibility practices at VIVO, please contact the General Manager at admin@vivomediaarts.com.

Applicants will be considered for employment equity: VIVO values the contributions that individuals who identify as members of marginalized communities bring to our organization. We encourage, among others, Indigenous people, people of colour, people with disabilities, people identifying as 2SLGBTQI, formerly incarcerated or institutionalized people, recent immigrants, and people from working-class backgrounds to apply. We also understand that applicants may experience several of these identities simultaneously in ways that reinforce and nuance their experience. We are committed to creating an organization as diverse as the communities we serve.

Applicants who identify in these intersections will be considered for employment equity.