The VAV Gallery is currently seeking 3 Fine Arts Undergraduate Students to fill the position of Administrative Coordinator, Outreach Coordinator and Technical Coordinator for the upcoming 2019- 2020 academic year. This is a unique opportunity for students to gain skills that are necessary for self-managed careers in the arts and anyone interested in arts administration. The VAV Gallery is committed to building a diverse workforce and strongly encourages qualified applicants from all backgrounds to apply.

These positions involve artistic programming, event planning, gallery promotion, research, accounting, space management and many other activities that sustain the gallery. Students who would like to pursue these positions are recommended to take a lighter/part-time course load as these are time consuming and physically demanding positions yet rewarding opportunities for anyone who has the time and energy to commit to the Gallery.


Email your current C.V. and Cover Letter detailing the position(s) you would like to apply for to:

Subject line: Coordinator Application

All documents must be in .PDF format

Deadline is April 11th at 11:59pm.

We thank all applicants for their interest, however please keep in mind that only those candidates selected for interviews will be contacted.

Training: May 2019

Contract: June 2019-June 2020


Hours/Wages – VAV Gallery Coordinators are paid $14.00 an hour for a total of 20 hrs per week. These positions are considered part-time employment.

Required Qualifications – Basic knowledge of Adobe Creative Cloud; Intermediate understanding of Microsoft Office; Excellent time management/punctuality; Good work ethic and initiative

Notable Assets – Spoken & written French and English; Experience working/volunteering in Concordia Fine Arts Associations; Energetic and collegial attitude


The Administrative & Financial Coordinator is responsible for the overall functioning of the Gallery as an independently run student organization by maintaining the Gallery’s budget, bookkeeping, updating and enforcing contracts and liaising with other student initiatives. Their tasks include:

– Organizing the budget and overseeing all expenditures, keeping a balanced budget and facilitating all payments of invoices.

– Overseeing all administrative documentation pertaining to the Gallery including: ensuring the Gallery’s mandate and policy documentation is up to date, tracking/filing all financial transactions and bookkeeping while ensuring the proper archiving of contracts, licenses and permits are up to date

– Enacting all contractual obligations between the VAV Gallery and other parties such as artists and non-salaried employees

– Acting as executive coordinator for special events.

– Overseeing the organization and sustainability of the physical VAV Gallery Archives.

– Acting as primary signing officer for the Gallery

– Seeking and securing funding from internal and external sources

– Facilitating the organization of all board meetings, GM, AGM, staff meetings, juries, and interviews

The Outreach Coordinator is responsible for overseeing the Gallery’s media relations and organizing targeted external approaches to media, students and the public while managing the catchall VAV Gallery email, website and other social media promoting the Gallery. Their tasks include:

– Cultivating relations with the press within the University, overseeing the development of press releases, compiling all promotional and publicity text and materials for programs, website, facebook and instagram

– Managing the publication of each exhibition’s program

– Liaising with web developer and graphic designer to ensure deadlines are met in maintaining the visual identity of the Gallery online and in print.

– Coordinating exhibition documentation including all photos and videos of events and exhibitions in conjunction with the Gallery’s photographer.

– Overseeing the organization and sustainability of the VAV Gallery’s digital archives

– Processing exhibition documentation for print and web, regularly updating the website with new exhibition information, submission calls and hiring calls.

– Facilitating student access to the gallery through social media, various promotional material and overall communications.

– Organizes online submission process and makes these available for Jury members.

The Technical Coordinator oversees the organization and running of the Gallery as an exhibition space with special focus on the installation of students works while maintaining the structural integrity of the Gallery and its resources. Their tasks will include:

– Liaising with artist about their exhibition leading up to the installation concerning all technical logistics

– Maintaining the proper installation and storage of equipment within the Gallery, the constant updating of the Gallery’s inventory and the organization of the Gallery’s storage room.

– Coordinating all installations and take-downs and acting as a resource to help artist plan the exhibition of their work and understand what resources the Gallery has available to them in mounting their work.

– Ensuring the gallery is kept in good condition during exhibition installations and take-downs

– Organizing walkthroughs with upcoming exhibiting artists during the week leading up to the installation in order to show the exhibiting artists the location of their work and go over any technical logistics regarding their install.

– The maintenance, purchase or rental of all equipment necessary for exhibitions while maintaining an active database of all gallery equipment including its date of purchase and all attendant documentation.

– Ensuring Proper safety and working order of all gallery equipment including office equipment

– Securing replacements and repairs for all Gallery equipment as needed with the support of the Student Relations Coordinator.


The shared responsibilities of the three coordinators include: Check back soon for more job opportunities!

– Collaborating with Fine Arts undergraduate students and organizations such as Art Matters, FARR, FASA, Fine Arts Clubs and student lead initiatives in addition to curricular based departments within the Faculty of Fine Arts

– Planning the layout and curatorial vision of each exhibition jointly

– Overseeing gallery programing by organizing a minimum of 3 peer-based juries

– Facilitating the installation and dismantling of 3 week-long exhibitions back to back

– Developing the exhibition designs and overseeing the visual identity of the Gallery, which includes all print, web, and gallery signage.

– Participating in Orientation events put forth by the CSU or FASA on behalf of the VAV Gallery

– Adhering to the Gallery’s Bylaws and Policy Handbook