Scarborough Arts is looking for an Interim Administrator & Gallery Programmer

Posted on January 9th, by scararts in Featured, Recent News. No Comments

Scarborough Arts is Hiring an Interim Administrator & Gallery Programmer (Maternity/Parental Leave)

Date Posted: Wednesday, January 9, 2019
Application Deadline: Wednesday, January 23, 2019
Interviews Scheduled: Monday, January 28 – 30, 2019
Start Date: Monday, February 4, 2019
Salary: $18/hr.
Region: Scarborough
FT/PT: Temporary, Full Time (35 hours per week)
Type: Maternity/Parental Leave Coverage
Term: 15 Month Contract
Number of Positions: 1

Download the job description in PDF.


Scarborough Arts, founded in 1978, is a not-for-profit local arts service organization (LASO). Our mission is to serve the Scarborough community through the development, delivery and promotion of innovative arts programming in collaboration and partnership with the community. We work to build the community’s artistic vibrancy and excellence by bringing artists to the community and community to the arts.

We are located at 1859 Kingston Road (Closest Major Intersection: Birchmount Road and Kingston Road).


We are seeking maternity/parental leave coverage (15 month contract) for the position of Administrator & Gallery Programmer.
The Interim Administrator & Gallery Programmer will report to the Executive Director. The person filling the role will work 35 hours per week with 1 unpaid hour for lunch and will be responsible for supporting the overarching administrative and gallery aspects of Scarborough Arts (“SA”) which includes, but is not limited to: administration, record-keeping, assisting with marketing and communications initiatives; media outreach; membership administration and development; public relations; social media content; clerical duties; assisting in the programming, events and operational needs of the organization; and other duties as assigned.
If you are passionate about not-for-profits, community arts and have a strong commitment to the growth and promotion of arts and cultural initiatives in the Scarborough community, please consider joining our team.


Administration (50%)
• Provides administrative support to the organization which includes filing documents, office organization, petty cash reconciliation, deliveries / pick-ups, mailing and printing, doing small to large-scale mail-drops, maintaining accuracy and data integrity in files and filing systems (both physical, and digital), assisting with certain program and initiative administration, such as the Canada Summer Jobs program and the Scarborough Sign Project.
• Assists the Executive Director on relevant and timely administrative tasks as assigned (e.g. filing, office organization, building maintenance, team management, mailing, records management, maintaining an up-to-date list of important community contacts for the ED / organization, assisting with administrative tasks and email drafts re: grants / sponsors / partnerships, etc., assisting with team / career development, development of organizational culture and recreation, organizational archival work, etc.)
• Other administrative duties as assigned.

Operations (20%)
• Assists the ED in developing the Operational components of the organization, such as the Staff Manual updates / rewrites, employee / volunteer training materials / manuals, succession planning tools, documents such as incident reports, vacation request forms, lieu time request forms and management, sick time tracking, forms and management, data and database manuals, etc.
• Leads the management of specific operational components as assigned.
• Trains staff on operational components and administrative tasks to ensure effective succession planning.

Gallery (15%)
• Responsible for the visioning, oversight, management and development of the Bluffs Gallery and its artistic programming in collaboration with the ED and staff team.
• Works with the ED and Program team to plan and execute events at the Bluffs Gallery, including art show openings, space rentals, partnership inquiries and bookings, and other community group functions occurring in the space, and other tasks / events as assigned, etc.
• Develop and manage a calendar of events / activities happening in the Bluffs Gallery.
• Work with the Marketing & Communications Coordinator to develop marketing materials and promotional components for the Bluffs Gallery.
• Works with the ED and Fund Development Manager to develop and implement funding streams for the Bluffs Gallery programming / maintenance / upkeep.
• It is the responsibility of the Interim Administrator and Gallery Programmer to develop creative, innovative and unique programming for the Bluffs Gallery in order to drive measurable increases in activity in the space, audience traffic, and community “buzz”, with the aim of developing the Bluffs Gallery from an underused space to a cherished local venue / hub and meeting place.

Communications and Marketing (10%)
• Acts as the first point of contact for visiting guests, answering inquiries from the main reception line and triages requests appropriately.
• Responds to incoming email messages from various internal accounts.
• Assists with the drafting of press releases and other public communications messaging.
• Researches and composes online copywriting content and publishes it on SA social media channels, including Facebook, Twitter, Instagram, YouTube and LinkedIn.
• Maintains and supports Marketing & Communications Coordinator with website updates.
• Assist in website migration / development as required.
• Supports SA outreach initiatives and maintains a professional, positive working relationship with SA volunteers, members, staff, Board of Directors, and external stakeholders.
• Provides program support as needed leading up to, and during events as required (e.g., set-up, communications, manages invitations / RSVP lists, greets guests, event logistics, etc.)
• Processes memberships and mailing membership packages; maintains membership.
• Other communications and marketing duties as assigned.

Miscellaneous (5%)
• Other duties as assigned based on the needs and priorities of the organization.


• Post-secondary degree / diploma in Arts Administration and/or a relevant field and/or a combination of education and equivalent experience in not-for-profits, community arts, arts administration, gallery administration, event and/or program management, or a related discipline
• A demonstrated interest in not-for-profits, community arts, operations, and administration
• Ability to work both independently and as part of a team
• Excellent research, record-keeping and administrative skills
• Ability to work effectively and collaboratively with diverse community groups and stakeholders
• Ability to multi-task and work productively in a fast-paced environment with competing / shifting priorities
• Ability to meet tight deadlines and exceed targets
• Effective time-management and organization skills
• Team player and solution-oriented
• High degree of accuracy and attention to detail
• Highly developed interpersonal and communications skills, both written and verbal
• Excellence in Customer Service and ability to interact professionally with both internal, and external stakeholders on the phone, via email, and in-person
• Proficiency in social media platforms including, but not limited to: Facebook, Twitter, Instagram, YouTube, and LinkedIn
• Skilled in creating and supporting social media initiatives through posts, content, research and communications
• Working knowledge of applications including, but not limited to: Dropbox, Word, Excel, Power Point, Canva, Adobe Creative Suite (In Design, Photoshop, Illustrator, Acrobat, etc.), CiviCRM, MailChimp, Hootsuite, Universe, etc.
• Adaptable to a flexible working schedule including evenings and weekends as required
• Some physical labour required
• Fluency in English (spoken and written); additional languages / bilingualism considered an asset
• A valid G-class driver’s license and access to a vehicle an asset
• Able to adhere to confidentiality policies and the handling of sensitive information
• Knowledge of applicable legislation, such as the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Employment Standards Act (ESA), Canadian Anti-Spam Legislation (CASL), etc.


Please email your resume and cover letter with the subject line “APPLICATION: ADMINISTRATOR AND GALLERY PROGRAMMER” to by 11:59 PM on Wednesday, January 23, 2019 to apply.

Scarborough Arts actively encourages applicants from all equity seeking groups to apply. Scarborough Arts is an equal opportunity employer committed to fostering a diverse and inclusive work environment; we strive to attract, develop, and retain highly talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives. Scarborough Arts embraces diversity and is committed to creating an inclusive work space. Accommodation in all parts of the hiring process will be provided. Applicants need to make their needs known in advance.

Our office is located in a heritage property that is wheelchair accessible but does not have accessible bathrooms.

We will not be able to provide additional information by phone and will not accept calls related to the position. Only candidates selected for interview will be contacted.

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