The Manitoba Library Association is looking for an Office Manager. The position description can be found below and the deadline for applications is April 8, 2024. We are excited to hear from all of those interested in joining our organization!
Office Manager – Description
The Manitoba Library Association provides leadership in the promotion, development, and support of library and information services in Manitoba for the benefit of MLA members. MLA membership is open to the library and information community and the citizens of Manitoba. The guiding principles by which we operate are to create opportunities for collaboration & partnership, inclusivity & acceptance, active dialogue with all stakeholders and a sense of community. We are a strong and proactive organization that effectively serves the professional interests of its diverse membership.
Reporting to the board of directors and working collaboratively with the board, staff, and various committees, the office manager is responsible for maintaining and optimizing the administrative operations of MLA and general office management. The incumbent would also provide administrative support to committee members and the program coordinator to actualize the work of workshops and conferences. The Office manager will work in accordance with the policies of MLA and in support of the outcomes as defined in the Strategic Plan. Supporting, facilitating, training, and liaising with committee members, and partnering with other organizations is critical to a successful organization that benefits its general membership. So too is the need to work in close collaboration with the board of directors on all operations, including program and project activities as they relate to the current strategic plan.
Duties of the Office Manager
Administrative Support
- In collaboration with the Secretary, manages and maintains association records, meeting minutes, memberships, correspondence, official documents, and reports.
- In collaboration with the Communications Committee and Webmaster, manages facilities, equipment, and communication platforms.
- In collaboration with the Board, regularly updates the association’s handbook and website.
- Attends the physical office at minimum twice monthly, and ad hoc as needed, for mail collection or meetings.
- Provides administrative support organizing events and conferences.
- In collaboration with the President and Vice-President, coordinates scholarship and awards selection process, and ensures disbursement.
- Works in close collaboration with the MLA Executive to sustain operations of the association.
- Builds a positive culture and member focused association in collaboration with the board.
Financial
- Manages and reports on the association’s financial resources and prepares for an annual audit.
- Supports banking, insurance, and financial management processes to ensure efficiency.
- In collaboration with the Board Executive, administers grants, sponsorships and funding from a variety of sources.
- Develops, with the treasurer, an annual budget.
- Assists the Treasurer in pursuing new funding opportunities.
Membership
- Serves as primary contact point for MLA members, relaying messages to the Membership Director and other members of the Board as required.
- In collaboration with the Board, ensures that the general membership is informed of important/relevant issues.
- In collaboration with the Membership Director, manages donor and member databases.
Requirements:
- Proven experience as an Office Manager or in a similar role
- Proven experience with Microsoft Office and Google Workspace
- Experience with reporting, budgeting and bookkeeping
- Proficiency with QuickBooks is an asset
- Ability to prioritize tasks and meet deadlines
- Strong communication skills, both written and verbal
- Attention to detail and accuracy in data entry and record keeping
- Excellent organizational and time management skills
- Ability to work independently with minimal supervision, and the ability to work as a team
- Interest in and/or knowledge of libraries
- High level of professionalism and integrity
- Willingness and ability to join the Manitoba Library Association
This is the equivalent of a part-time position at 21 hours per week and 48 weeks of work annually (to be performed consecutively or non-consecutively), with four weeks paid vacation. The regular working hours are flexible and can be set by mutual agreement between the incumbent and the employer. Apart from necessary tasks in the Manitoba Library Association office, work can be carried out remotely. The Office Manager, members of the Board, and other agents of Manitoba Library Association (i.e. Program Coordinator) will make every effort to negotiate meeting times in a mutually agreeable manner and with reasonable notice. This is an annually funded position subject to annual funding grants and operations.
Salary: $25.00 – $30.00 per hour; 21 hours per week.
How to Apply:
Please email Cover letter and resume to president@mla.mb.ca by Monday, April 8, 2024.
————————–
MLA is an Equal Opportunity Employer. We are committed to employment equity and diversity, including an inclusive barrier-free recruitment and selection processes and work environments. MLA invites applications from all qualified individuals and welcomes applications from racialized persons, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity. Feel free to self-identify on your cover letter. Preference will be given to candidates from equity-deserving groups above.
Accommodations are available on request for candidates taking part in all aspects of the selection process. Please email president@mla.mb.ca for any questions and concerns regarding application and accommodations. Any information received relating to accommodation measures will be addressed confidentially.
