POSITION DESCRIPTION OFFICE & PROGRAM COORDINATOR

Transcription

1 POSITION DESCRIPTION OFFICE & PROGRAM The Company Chunky Move constantly seeks to redefine what is or what can be contemporary dance in an ever-evolving Australian culture. Our work is diverse in form and content encompassing productions for the stage, site specific, new-media and installation work. Lead by internationally acclaimed Choreographer Anouk van Dijk, the Company s multitiered programming initiatives nurture and underpin a strong and vibrant dance culture in our home city of Melbourne and create critically acclaimed and popular productions of scale for presentations nationally and internationally. Using contemporary Australian culture, social commentary and the tension between community and the individual as its springboard, Chunky Move s artistic vision is driven by an investigation into the multifaceted possibilities of the body; and its relationship to place, context and environment. We are defined by our unpredictability and strive to explore the many possibilities of contemporary dance through cross-genre collaborations and cultural exchange. Founded by Artistic Director, Gideon Obarzanek in 1995, as the state of Victoria s flagship contemporary dance company, Chunky Move, under Obarzanek s leadership, established itself as one of the country s most innovative, awarded and internationally recognised performing arts companies. Since its inception, Chunky Move has operated under a model of creative porosity a flow of creative people and ideas moving in and out of the Company and is therefore, one of the few leading dance company s in Australia not operating under an ensemble model. Chunky Move is a not-for-profit company and is supported by the Victorian Government through Arts Victoria and the Commonwealth Government through the Australia Council. Chunky Move Office & Program Coordinator Position Description Page 1 of 5

2 Organisational Structure Chunky Move Organisational Chart CHUNKY MOVE BOARD OF DIRECTORS (includes Artistic Director/CEO) EXECUTIVE PRODUCER ARTISTIC DIRECTOR (CEO) PRODUCTION & OPERATIONS MANAGER BUSINESS & PROGRAM MANAGER MARKETING & DEVELOPMENT MANAGER PRODUCTION & OPERATIONS OFFICE & PROGRAM MARKETING & DEVELOPMENT Contracted Positions PERFORMERS INTERNATIONAL AGENTS PUBLICIST CREATIVE ARTISTS Casual Staff FINANCE ADMINISTRATOR CLASS FRONT OF HOUSE STAFF CREW Function of Office & Program Coordinator The Office and Program Coordinator manages the daily operation of the office and provides administrative and program support. They assist the Business and Program Manager across all the administrative requirements of the program including the travel, visa and accommodation requirements for the touring company and dissemination of all contracts as generated. The Office and Program Coordinator is responsible for managing all the secondment/work experience enquiries and applications. They are responsible for the management of all the front of house requirements, studio bookings and the general smooth running of the offices. Reporting Structure The Office & Program Coordinator reports directly to the Business & Program Manager. Working Structure In undertaking the duties of this position, the Office & Program Coordinator will be required to work cooperatively with all Chunky Move personnel. Chunky Move Office & Program Coordinator Position Description Page 2 of 5

3 Hours Monday to Friday 9am-5.30pm. Required to work 38 hours per week, and such reasonable additional hours as may be necessary from time to time to perform the duties and responsibilities of the position. Duties Office Administration Manage all reception duties including incoming calls, distribution of messages from answer machine and account, incoming and outgoing mail dealing with couriers and general office traffic. Maintenance of office supplies, including stationary, postal items and printer supplies. Maintain relationships with office service providers. Maintain staff amenities and ensure that the office is maintained as a clean and functional working environment. Manage and maintain all office equipment and research and report on options for purchase and repair of new office equipment. Program Under the direction of the Business & Program Manager, coordinate all touring requirements such as travel, accommodation, visas, work permits and inoculations. Generate Tour Booklets for the touring team for national and international tours. Coordinate all the administrative requirements for the In House and Maximised programs, including classes, internal and external and schools workshops and studio hires. Keep record of all class attendance and disseminate class attendance statistics to relevant core staff on a weekly basis. Assist the Business & Program Manager when and if required in all areas related to Program Management. Finance Under the direction of the Business and Program Manager prepare weekly accounts for processing by the Finance Administrator including accounts payable and preparation of a weekly statement of financial transactions, including Eftpos sales, monies and cheques banked, Box Office income and donations. Reconcile all credit card payments against receipts on a monthly bases. Manage, monitor and reconcile all office petty cash expenditure on an on-going bases and organise approved reimbursements. Manage, monitor and reconcile all class takings and income for other programs on a daily basis and bank at least weekly, providing all necessary paper work to the Finance Administrator. Under the direction of the Business and Program Manager, monitor spend on stationary and staff amenities in accordance with annual budget allocation. Chunky Move Office & Program Coordinator Position Description Page 3 of 5

4 Human Resources Manage, update and maintain general staff contact list. Manage, update and maintain all staff personnel files, i.e. keep up to date contact, bank, super and next of kin details. Maintain internal documents, such as staff inductions kits, leave forms, timesheets and other templates. Manage the Chunky Move Secondment Program in conjunction with the Business and Program Manager and Artistic Director. Corporate Secretarial Prepare and distribute Board agenda, papers and minutes. Arrange catering for Board meetings and sub-committee meetings. Arrange and book flights and accommodation for interstate Board members. Attend and minute Board meetings when required. Maintain Board contact list and Board Register. Advise ASIC of all Board changes as per regulatory requirements. Personal Assistant Duties Diary management support (meetings, performances & invitations) to the Artistic Director and Executive Producer as required. Management of responses to requests and liaison with Artistic Director and Executive Producer as required. Travel and accommodation arrangements for Artistic Director and Executive Producer as required. Chunky Move Office & Program Coordinator Position Description Page 4 of 5

5 Selection Criteria Essential Skills and Experience: Previous experience in a similar role Knowledge of the performing arts industry Experience in travel coordination Computer proficiency (MS Office, particularly Word and Excel, Mac OS) Desirable Skills and Experience: Understanding of basic project budgeting and account management principles Essential qualities: Strong attention to detail required Excellent written and verbal communication skills Excellent people skills Capacity to work independently, with initiative and self-motivation Capacity to work as part of a team Demonstrated resourcefulness Strong time management skills and ability to manage a number of simultaneous tasks to tight deadlines Terms and Conditions This position is on a full-time basis Remuneration: $40k- $45k per annum dependant on level of experience. Four weeks Annual Leave per annum Ten days Sick/Personal Leave per annum Making an Application Please forward your application by close of business on Monday 11 August 2014 including: A copy of your resume A statement addressing the Key Selection Criteria Contact details for three professional referees Mark your application CONFIDENTIAL and address to the Business and Program Manager at: Chunky Move 111 Sturt Street Southbank VIC 3006 Or to hillary@chunkymove.com.au For further information please contact (03) Chunky Move Office & Program Coordinator Position Description Page 5 of 5