Administrator

ORGANIZATION:
Vancouver Holocaust Education Centre (VHEC)

DEADLINE:
January 16, 2026

ORGANIZATION DESCRIPTION:
Founded by Holocaust survivors in 1994, the Vancouver Holocaust Education Centre (VHEC) is Western Canada’s leading Holocaust teaching museum, engaging more than 25,000 students and teachers annually. The VHEC’s mission is to promote human rights, social justice and genocide awareness through education and remembrance of the Holocaust.

We produce acclaimed original exhibitions, onsite and online school programs, teaching materials and public events. The VHEC also maintains a museum collection and archives, Holocaust survivor testimony project, and a library and resource centre.

With an ambitious expansion on the horizon as part of the JWest redevelopment project, the VHEC is poised to expand its reach and ensure that the lessons of the Holocaust engage future generations of British Columbians.

WEBSITE:
http://www.vhec.org

JOB DESCRIPTION:
The VHEC is actively searching for a skilled and dynamic Administrator to join the team in January 2026. This pivotal role involves a commitment of approximately 36.5 hours per week. As the Administrator, you will support the efficiency of the organization by overseeing office management, reception, school program scheduling, and a wide range of administrative duties. Your work directly supports the VHEC’s mission of Holocaust education and human rights. If you are detail oriented, motivated, and eager to make a meaningful impact, you are encouraged to apply.

Benefits & Perks:

Competitive benefits package
10 health days per year
Early closure on Fridays
2 weeks of vacation
December holiday shutdown (1 week)
Observation of Jewish holidays in addition to statutory holidays (up to 10 additional paid days off per year)

About You:

You are an experienced professional with an undergraduate degree and 2 to 3 years of experience in office administration and management. You have excellent verbal and written English, strong computer skills, and proficiency in software including Microsoft Office, administration tools, and donor databases such as Raiser’s Edge. You are known for meeting deadlines, managing multiple tasks efficiently, and maintaining meticulous attention to detail. Your organizational abilities support calendars, executive needs, and daily operations. You offer exceptional client service, warmly welcoming visitors and handling inquiries professionally. You work well with staff, volunteers, and partners, practicing teamwork, empathetic communication, and conflict resolution. You are adept with administrative and clerical tasks and bring an interest or background in museum education, human rights, or social justice work.

RESPONSIBILITIES:
Reporting to the Associate Managing Director, the Administrator will be responsible for the following:

Office Management
• Be the primary staff person responsible for opening and closing the VHEC
• Ensure exhibition areas, library, lunchroom, and reception are neat and tidy, implementing proactive office management measures
• Coordinate office calendar, room bookings, and meeting set-up
• Troubleshoot office equipment and liaise with IT consultants
• Update administrative, tech, and security manuals as needed
• Manage storage and scheduled destruction of administrative records
• Record minutes at staff and other meetings as required
• Update and maintain the MailChimp audience list

Reception
• Act as the primary point of contact for the public
• Answer phones, check voicemail, and update outgoing messages
• Ensure all phone and email interactions are professional and positive
• Respond to info@vhec.org inquiries and forward requests as appropriate
• Manage mail and send tribute cards as per donor specifications
• Notify development staff of significant donations and send acknowledgement letters

Visitor Services
• Provide client care and ensure a welcoming environment
• Open and close exhibitions and display equipment daily
• Track and record daily visitor numbers
• Manage event ticket sales and RSVPs, including virtual programs
• Assist with library book sign-out and searches when needed
• Handle book sales, payments, and inventory updates
• Assist restitution volunteers with document certification and client care

Database Tasks
Using Raiser’s Edge:
• Work with the Finance Administrator to update and maintain the donor database
• Schedule reminders for recurring donations and process contributions
• Record and process donation payments
• Create targeted donor lists for campaigns and events
• Generate, print, and send tax receipts

Other duties:
• Review reimbursement forms submitted by staff
• Monitor payment schedules for vendors
• Print and send tribute cards via FileMaker
• Update and maintain the FileMaker database

Light Financial Duties
• Coordinate authorized cheque signatories and prepare, write, and mail cheques
• Serve as backup to the Finance Administrator for receiving and filing invoices and basic coding
• Manage, track, and reconcile petty cash, providing monthly reports
• Process credit card transactions
• Prepare and mail annual endowment and pledge reminder letters and statements

Bookings
• Serve as the first point of contact for school tour and outreach speaker requests
• Manage scheduling of educational resource loans
• Coordinate registrations and confirmations for symposia and teachers’ conferences
• Schedule appointments supporting survivor services and restitution volunteers
• Assist with oversight of school program logistics, including materials and payments
• Manage the school tour booking calendar

Procurement
• Order supplies for office, kitchen, library, archives, and exhibitions
• Advise the Designer on stationery needs
• Replenish bookstore inventory

Other Duties:
• Perform other duties as reasonably required

QUALIFICATIONS:

Experience
• Minimum 2 to 3 years of hands-on experience in office administration and management
• Bachelor’s degree in business administration, management, or related field (asset)
• Experience with donor database management (preferred)
• Experience in education or the non-profit sector (preferred)

Skills
• MS Office Suite, especially Outlook, Word, and Excel
• Strong verbal and written English
• Minimum 35 wpm accurate typing speed
• Project management platforms (e.g., Asana)
• File management systems (e.g., FileMaker Pro)
• Donor database management (e.g., Raiser’s Edge)
• Email marketing platforms (e.g., MailChimp)
• MS Teams or similar video conferencing software
• PDF editors
• Accurate data entry
• Google calendar management
• Basic IT troubleshooting
• Square payment platform and equipment

HOW TO APPLY:
If this sounds like you, please email your cover letter and resume in one file to jobs@vhec.org, quoting Administrator in the subject line. Applications will be accepted until the position is filled. All applicants will receive an automated confirmation email. Only shortlisted applicants will be contacted. Applications received during the VHEC closure from December 24 to January 5 will be reviewed after January 5. The VHEC is an equal opportunities employer and encourages applications from Canada’s federal job equity groups. Thank you for your interest.

REMUNERATION:
The salary ranges from $60,000 to $70,000 F/T per annum, commensurate with education and experience.