Job Posting

Administrative & Communications Coordinator


TERM: 35 weeks, fixed term with possibility of renewal 
WORKDAYS: Tuesdays–Saturdays with occasional evenings 
COMPENSATION: $22/hr at 30 hr/week, two weeks paid vacation 
LOCATION: Katarokwi-Kingston, Ontario 
START DATE: August 30, 2021 
APPLICATION DEADLINE: July 23, 2021 by 11:59 pm

The Administrative & Communications Coordinator supports the Director to bring a spirit of care, thoughtfulness, play, experimentation, organization and responsibility to our organization. Working closely with the Director, the Administrative & Communications Coordinator will support the artistic vision and day-to-day operations of Union Gallery. The ideal candidate will encourage a collaborative work environment and support a student-majority team.

This position will serve a leadership role in creating a positive work environment, enabling staff and volunteers to contribute their best, fostering an appreciation for the arts and a culture of accountability, accessibility, diversity and inclusion. The Administrative & Communications Coordinator will nurture gallery communications, outreach, exhibitions, and special projects, while providing vital administrative support. It is expected that the position will allocate time roughly as follows: 40% Administration; 40% Communications; 10% Volunteer Management; 10% Fundraising and Advancement.

The candidate will actively contribute to the social responsibility of the gallery and possess a high level of accuracy, good judgement, and attention to detail. The ideal candidate will have a university degree or college diploma in a related field and a minimum two years of relevant experience working within an arts organization with demonstrated knowledge and experience in a number of key areas:

Administrative Operations 

  • Initiate and coordinate goals, deadlines, and deliverables for student staff and volunteers
  • Develop and implement policies and procedures to improve operations and function of the gallery, as well as electronic and physical file management
  • Prepare contracts and agreements for artists and curators, independent contractors and vendors, and manage venue rentals
  • Manage, distribute and track petty cash expenditures and PayPal deposits
  • Monitor and procure needed supplies for office, gallery, reception, and kitchen
  • Ensure a safe, secure, and well-maintained facility that meets environmental, health, safety, and accessibility standards
  • Manage the maintenance and repair of facilities, equipment, and electrical systems
  • Submit payroll timesheets and update staff on any gallery closures

Communications Management 

  • Maintain website content and design - HTML, CSS, JavaScript
  • Create and distribute monthly e-newsletter - Mail Chimp
  • Maintain social media platforms - Facebook, Instagram, Twitter
  • Lead the design and distribution of promotional materials and support publication management - Adobe Creative Suite
  • Support and build meaningful connections and communications with students, artists, curators, faculties, and audiences
  • Develop and implement policies and procedures to improve gallery communications, including online accessibility measures
  • Distribute press releases, special ads, and media kits; address media requests
  • Liaise with photographers and videographers to produce high-quality program documentation; maintain an organized inventory of documentation
  • Maintain up-to-date records on audience and engagement metrics; provide and present statistical reports as needed
  • Develop surveys and gather feedback from partner organizations, members, artists and audiences to assess the evolving needs of our communities
  • Maintain contact lists: email and newsletter subscriptions; membership; volunteers; media, etc.
  • Assist with fundraising, marketing and promotional initiatives
  • Ensure that various marketing publications and subscriptions are up-to-date

Volunteer Management 

  • Distribute calls for volunteers, manage volunteer applications, schedule and conduct interviews
  • Plan, prioritize, and manage the work and schedule of volunteers, providing guidance, mentorship and advice to ensure effective program delivery and volunteer appreciation
  • Provide volunteer training and support development needs; regularly assess volunteer program for improvement

Fundraising and Advancement

  • Assist in developing strategies and communications for fundraising and outreach events
  • Support fundraising, sponsorship and advancement efforts
  • Support the writing and preparation of grant applications and reports
  • Develop positive member-relations, including overseeing membership benefits and records
  • Maintain donor information (correspondence and record keeping)

Additional Assets (non-essential):

  • Photography and/or videography experience
  • Working knowledge and fluency in another language in addition to English, including ASL or FSL
  • Familiarity with Katarokwi-Kingston and its creative communities


Interested candidates are invited to submit the following:

  • Cover letter
  • Resume or CV
  • Up to 3 (three) examples of previous design work
  • Contact information for 2 (two) references

Please combine all files into a single PDF and email to with "Administrative & Communications Coordinator" in the subject line by 11:59pm on July 23, 2021. Consideration will be given to an equivalent combination of education and experience. All qualified applicants are encouraged to apply; however, we will only be contacting those under consideration for interviews. Zoom interviews will be held in early August. Information collected will be handled in accordance with the Freedom of Information and Protection of Privacy Act. 

If you have any questions, or require accommodations at any point during the application and hiring process, please contact our Human Resources Committee: / 613.533.3171


Union Gallery is an equal opportunity employer and is committed to building a skilled and diverse workforce that reflects the communities we serve. UG welcomes applications from qualified individuals of all sexualities, races, gender identities, socioeconomic statuses, and (dis)abilities. We strongly encourage applications from individuals who self-identify as BIPOC (Black, Indigenous, People of Colour), QPOC (Queer People of Colour) and 2SLGBTQIA+ (Two-Spirit, Lesbian, Gay, Bisexual, Transgender, Queer and Questioning, Intersex, Asexual, +). If you would like to, please indicate if you self-identify as a member of any equity-seeking groups in your application.


Hourly Wage, Salary or Salary Range: 
Application Deadline: 
Friday, July 23, 2021
Start Date: 
Monday, August 30, 2021
Type of Work: 
Education Level: 
University (Undergraduate)
Prefered Method(s) of Application: 
By E-Mail

Employer Details

Union Gallery

Carina Magazzeni, Director
101 Union St
First Floor Stauffer Library, Queen's University
Kingston, ON K7L 5C4

UNION GALLERY is a not-for-profit, student-centred public contemporary art gallery at Queen's University. UG is a space centred in community and conversation, driven by play, curiosity, curation and research-creation. We are the primary public gallery at Queen's dedicated to showcasing the range and excellence of students' artistic and curatorial practices. UG also supports local (based in Katarokwi-Kingston), regional and national professional artists to foster a diverse network of artistic production, presentation and interpretation. We’re committed to supporting creative growth through merging technical and critical understandings of the arts, as well as a deeper understanding of how art can reflect the most important issues of our time. UG is centrally located on the first floor of Stauffer Library on Queen's main campus. All are welcome and admission is always free.