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ADMINISTRATION AND FINANCE COORDINATOR

WHY JOIN THE PENTICTON ART GALLERY?

The Penticton Art Gallery enriches lives by sharing opportunities for artistic expression, creative connections & cultural impact. This role provides a fundamental link between all departments.

ABOUT THE ROLE

The Administration and Finance Coordinator is responsible for the efficient day-to-day administration and financial management of the Gallery. This role supports the Executive Director and Board in ensuring sound financial practices, accurate record-keeping, and the smooth operation of all administrative systems. The ideal candidate is organized, detail-oriented, and committed to supporting the Gallery’s mission to foster community engagement and appreciation of the visual arts.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Finance and Administration

·      Performs bookkeeping tasks such as invoicing, journal entries, accounts receivable and payable, bank and credit card reconciliation, payroll, monthly source deductions, quarterly GST and PST filings, and budget tracking to ensure that the gallery remains in good financial standing.

·      Responsible for maintaining petty cash and weekly bank deposits.

·      Manages general administration and assists the Executive Director/Curator in the day-to-day operations of the gallery. Will carry-out clerical duties such as answering phone calls, responding to emails, preparing documents, including office correspondence and memos, managing special deliveries, photocopying, and filing appropriate documents as needed.

·      Supports the Gallery operations by maintaining office systems, scheduling, and keeping accurate records of staff hours, vacation, personal and sick days.

·      Maintains office services by organizing general office files, including vendor files and other files related to operations and procedures, by preparing payroll, assisting in designing filing systems, purchasing office supplies and equipment, maintaining office inventory and equipment.

·      Prepares the Annual Charity Return and gathers information for the gallery accountant for the year-end financial review.

·      Ensures that the grant proceeds are spent in accordance with the grant requirements.

·      Tracks and issues charitable donation receipts.

·      Achieves financial objectives by preparing an annual budget in conjunction with the Executive Director/Curator and staff, scheduling expenditures, analyzing variances, and initiating corrective actions.

·      Oversee the ongoing maintenance of the building and follow up with any required actions brought to light through our annual safety inspections. 

·      Ensures the gallery’s insurance is up-to-date and completes various insurance applications on an annual basis.

Additional Responsibilities

·      Assists the Executive Director/Curator in playing an active role in the art community, attending meetings or other social events as needed and directed by the Executive Director/Curator

·      Handle inquiries from, and share information with, the public, clients, and stakeholders, as needed, under the direction of the Executive Director/Curator

·      Assist with other duties, such as occasional front desk relief, as needed.

  • Some evening or weekend work may be required during exhibitions or special events

Qualifications

  • Minimum 2–3 years of experience in bookkeeping and office administration, preferably in a non-profit or arts environment.

  • Proficiency in accounting software (Sage 50) and Microsoft Office Suite (especially Excel).

  • Familiarity with non-profit financial reporting and CRA compliance requirements.

  • Strong organizational skills with exceptional attention to detail and accuracy.

Assets

  • Ability to manage multiple priorities in a dynamic, team-oriented environment.

  • Excellent written and verbal communication skills.

  • Appreciation for the arts and alignment with the Gallery’s community-focused mission.

Deadline to Apply: October 17, 2025

To apply include the following: a resume that clearly outlines your relevant work experience and a cover letter describing your interest in the position at the PAG and your qualifications. Please combine as one PDF document:

Email your application to Admin@pentictonartgallery.com with the subject line: Administration and Finance Coordinator Application – [Your Last Name]

Please note:  We kindly ask that you do not call or visit in person regarding this opportunity. We thank all applicants for their interest. Only those selected for an interview will be contacted.  Interviews will be scheduled at a mutually agreeable time.

ABOUT THE PENTICTON ART GALLERY

The Penticton Art Gallery (PAG) is a not-for-profit, charitable institution whose mission is to build and sustain an active, engaged art community that inspires, educates, and enriches. The PAG offers a broad range of programs and events throughout the year for people of all ages and interests.

The Penticton Art Gallery acknowledges that the land on which we gather is the unceded, traditional territory of the Syilx Okanagan Peoples.