The ORC is seeking to hire a part-time Office Administrator.
JOB DESCRIPTION: Office Administrator
Reports to: VP Administration
Position designation: Part-time, Seasonal, Non-managerial
Pay Range: $18-$23/hr depending on experience
Initial Term: September 27 through December 15 with the possibility of extension
Hours: 10 to 20 hours per week, some weekend and evening work is required
Location: Ottawa Rowing Club Boathouse Office – 10 Lady Grey Drive. There will be some opportunities to work-from-home for some of the administrative tasks.
The Ottawa Rowing Club (ORC) is a not-for-profit sports organization established in 1867 to provide rowing opportunities for participants of all ages. The ORC is composed of a volunteer Board of Directors, volunteers and paid employees. From April to November, the ORC operates from its boathouses on the Ottawa River. In the off-season, athletes have trained at various other sites, however, with the winterization project in-progress, it is anticipated that training will, for the first time, take place at the boathouse.
The ORC provides coaching to rowers in competitive and recreational rowing programs, as well as introductions to the sport through Learn-to-Row, summer camps and the Adult Rowing League. Local high schools and universities train and race out of the ORC.
The Office Administrator supports the Club, Head Coach and Board of Directors by managing club administration, communications and information. Success will be measured by maintaining accurate documents, timely distribution of information; and organization of the ORC office.
Essential job functions:
The responsibilities of this position include, but are not limited to, the following:
Interaction with the rowing Community
- Answering the phone;
- Taking and forwarding email messages;
- Responding to general and email queries;
- Greeting visitors (when on site);
- Providing program overviews, and
- Responding to emails and promote the ORC boathouse event venue
- Assist with Registrar
Supporting ORC Employees and Volunteers
- Develop a “how-to onboarding guide” for all new hires on how to manage the many administrative tasks such as: our Website, email and document system (Google Workspaces), Regatta Central, Amilia, our Social Media accounts, Event Bookings and Hosting etc);
- Attending meetings of Race Committee; keeping and distributing Minutes;
- Performing clerical duties (eg. preparing correspondence, developing forms, maintaining lists / databases, filing, archiving and updating ORC documentation);
- Developing and maintaining office systems that enhance communications, minimize paperwork and secure records;
- Maintaining a club calendar;
- Posting training and racing activities on the club calendar and ORC website monthly;
- Calculating fees and monitoring their collection;
- Coordinating office supply orders, and
- Assisting with special events.
- Compiling and distributing the ORC Club Newsletter on a bi-weekly basis on-season and monthly off-season;
- Managing our Social Media accounts: FaceBook, Twitter, Instagram, LinkedIn, YouTube
- Preparing materials for posting online and through social media;
- Preparing press releases, and
- Work with, if existing, the Communications Committee.
- Preparing and forwarding semi-monthly reports to the Bookkeeper;
- Preparing and forwarding pay period reports to the Bookkeeper;
- Following up on payments due;
- Maintaining office equipment;
- Following ORC policies and procedures, and
- Understanding manuals and documentation associated with employment.
- Computer skills including word processing, spreadsheets, databases, desktop publishing, email and the internet;
- High school diploma or General Equivalency Diploma;
- Minimum one (1) year office experience;
- Techniques for dealing effectively with members, volunteers, colleagues and ORC employees;
- Strong communication and interpersonal skills as applied to interactions with co-workers, supervisor, members and general public;
- Ability to communicate effectively in English including excellent writing and grammatical skills;
- Experience working as a member of a team, and
- Ability to work independently within established procedural guidelines and/or written directions.
- Experience as an athlete or administrator at a rowing club;
- Experience with Grant writing;
- Experience with event management;
- Ability to communicate in French;
- Experience using basic office equipment;
- Highly developed organizational skills;
- Attention to detail;
Interested candidates should submit a cover letter and resume to: firstname.lastname@example.org.
Submission Deadline: October 1, 2021
We thank all applicants for their interest and will endeavour to respond to each of you.