Administrative Manager – Pathways Program
20 hrs/wk (Position offers a flexible schedule, but the successful candidate must be available for a minimum of 4 business hours per day between Monday-Thursday)
$38 / hr
Inclusion in the organization’s extended benefits plan
About Pathways
Pathways is a collaborative initiative led by Arts BC, the Greater Vancouver Professional Theatre Alliance (GVPTA), and the Rural Arts Inclusion Lab (RAIL). We work with arts, culture, and heritage organizations across British Columbia as they action equity and access in their work, whether that is exploring complex questions, implementing new guidelines or policies, or deepening community relationships. Pathways is a place to work out what implementing equity looks like in specific and unique situations.
Launched in 2023, the program has grown to serve a network of over 150 organizations, with a 3-person co-leadership team, 10 program facilitators, and 2 administrative staff.
The Pathways program is in a period of stabilization as it transitions from the initial development and pilot phases into a phase that integrates learnings from the past cycles, and formalizes and streamlines administrative and programmatic elements of the program.
The Administrative Manager will be employed by Arts BC, and the primary point of contact and reporting will be Elliott Hearte (Arts BC); and, secondly, to Carla Stephenson (RAIL) and Kenji Maeda (GVPTA).
About the Role
Administration of the Pathways program is intricate, detailed, and multi-faceted. Currently managed by the leadership team, two highly skilled Program Coordinators are responsible for carrying out the many administrative tasks that support the participants, facilitators, leadership, and ultimately the functionality of the program. The Administrative Manager role is a new position, intended to support project management. This is a people leadership role focused on supporting, coordinating, and aligning a team of highly skilled team members through clear systems, shared priorities, and effective communication.
Who You Are
You are highly organized and detail-oriented, with strong project management skills and the ability to manage a complicated project system with many moving parts. You are adept at coordinating complex administrative processes, tracking decisions, managing information, and keeping tasks, timelines, and documentation aligned across multiple workstreams. You have a keen eye for errors, follow work through to completion, and see several steps ahead while keeping the bigger picture in view. You adapt to change well, setting and adjusting priorities for yourself and your team in a responsive way. You bring experience managing complex projects with multiple team members, using project management software.
You communicate clearly and directly, with strong written skills and solid financial acumen. You understand budgets and steward resources responsibly, even if you are not responsible for building them. You can translate direction from senior leadership into clear, practical instructions, and clearly communicate intent and goals so team members understand not just what they are working on but why it matters. You help create shared understanding and buy-in by ensuring people know how their work connects to the program’s larger purpose.
You are comfortable working with and taking direction from multiple senior leaders, know when to move forward independently, and you are not afraid to ask questions. You help ensure people have what they need to do their work well, support effective prioritization, and keep everyone aligned so there is clear and consistent direction across the team. You bring humility to your work and value learning, especially as you step into a people leadership role. You are attentive to team dynamics, committed to trust and psychological safety, and able to balance care for people with accountability to timelines and deliverables.
You bring an understanding of systems change and equity work in British Columbia, and you approach this work as an ongoing, reflective practice. You are motivated by building clear, functional systems that support effective, equitable programs and enable others to do their best work.
In your CV, please tell us how your experience and skills match the requirements below:
Your Experience
- Extensive experience in project management.
- Experience leading remote teams working synchronously and asynchronously.
- Experience overseeing complicated and complex administrative processes and documents.
- Database management or library experience is an asset.
- Minimum of five years of professional administrative and management experience.
Skills
- Advanced understanding of project management tools such as Asana or similar.
- Skilled in Google Workspace (experience using spreadsheets, intermediate formulas, and add-on services). Proficiency in the admin backend is an asset.
- Proficient in asynchronous communication tools such as Slack.
Tasks and responsibilities
Your work will be central to ensuring smooth project flow: partnering with leadership to anticipate challenges, prevent bottlenecks, and align administrative processes with program needs. Your responsibilities will include:
Oversee daily operations and administration of the Pathways program:
- Manage, maintain, update, and improve the project plan within Asana project management software
- Manage timelines in all areas of administration
- Oversee administrative logistics: assigning tasks according to defined team roles, monitoring progress, resolving issues, and adapting to changes to meet project goals
- Helping leadership stay on schedule and minimize cascading delays
Lead, support, and coordinate the administrative team with two direct reports:
- Work closely with the admin team to prioritize and streamline admin tasks, ensuring day-to-day tasks are complete
- Ensure staff workload is reasonable and deadlines are met, addressing delays and re-assigning as needed
- Anticipate staff needs and mitigate bottlenecking risks to keep work moving smoothly
- Facilitate smooth and clear communication between the admin team, management, and leadership
- Lead weekly admin team meetings
- Administer staff reviews in tandem with program leadership, support course correction and professional development, and support a collaborative and effective team dynamic.
Ensure functionality and security across all administrative platforms:
- Manage program software (oversee licensing, security, monitor confidentiality and permissions)
- Manage Pathways’ Google Workspace (file and information management, monitor confidentiality and permissions)
- Manage the Pathways learning resource database (contribute to the development of a new system, maintain functionality and organization, develop and implement improvements)
- Work with the admin team to develop, implement, and improve administrative processes
Support the administrative logistics of HR and finance:
- Manage purchasing (participant resources, accessibility supports, marketing materials, etc.)
- Drafting contracts, reports, hiring and onboarding documents
- Tracking and filing contractor insurance and other documents
- Liaise with external facilitators, contractors, and partners as needed
Interested Applicants
Please submit your CV and cover letter detailing your experience in project management, administrative management, and other relevant information.
Email your response to [email protected] by 5:00 pm, Friday, February 13, 2026.
Interviews with selected applicants will be held Friday, February 20th and Monday, February 23rd. The anticipated start date will be early March.
Administrative Manager – Job Description – PDF
Administrative Manager – Job Description – Word
