Business and Administration Coordinator

Transcription

1 Frmerly Business and Administratin Crdinatr Perfrming Arts Cnnectins Australia (PAC Australia) is a well-respected rganisatin that has an impact disprprtinate t its size. We ve been arund fr ver 30 years and we re abut t embark n sme big changes that will recgnise ur huge ptential and see the rganisatin grw. PAC Australia is curius. We re cnnected natinally and glbally in a way that allws us t be at the frefrnt f industry trends and issues. We have ver 200 members arund the cuntry in reginal and metrplitan centres. 120 f these run perfrming arts centres, abut 60 are perfrming arts prducing cmpanies and abut 40 are service rganisatins and cnsultants. If we had a creed it wuld be this: The future f presenting must be bund by a mutuality f purpse, which recgnizes that ur success r failure must be shared. N artist, presenter, r manager wrks alne. N audience and cmmunity experience art withut the cllabrative effrts f artists and arts rganisatins. N successful presenting ccurs withut the cmmunity as cntext. [Keen and Rhdes An American Dialgue] Our members care abut us leading issues that relate t arts and culture in cntemprary sciety, and feeding them with ideas and tls that enable them t act n thse issues. PAC Australia is unique in that ur effrts are fcused specifically where presenters and prducers intersect, recgnising and prmting their interdependence and realising the value f that fr varius stakehlders. We re interested in cntemprary ideas and arts practices, and the fact that the arts inspire peple t think penly and differently. ed@apaca.cm.au: : P ABN: Page 1 f 5

2 PAC Australia s future rle is ne f natinal sectr transfrmatin thrugh better relatinships. Our Purpse is t supprt and represent perfrming arts presenters and creatrs in Australia by prviding leadership, building capacity and facilitating relatinships that strengthens the cnnectin between the art and the audience. Psitin Descriptin Psitin Title Business and Administratin Crdinatr Basis f Emplyment 11 mnth cntract with a high likelihd f extensin full time [37.5 hurs/week] Inclusive f Annual Leave Lcatin Reprts T Salary Cnditins Hay Street, Perth [sme travel required] Executive Directr and Prgrams Manager & Event Prducer $50k per annum pr-rata [plus superannuatin] 3-mnth prbatinary perid PURPOSE PAC Australia seeks a dynamic and mtivated arts manager t fulfil the rle f Business and Administratin Crdinatr. At PAC Australia, we wrk hard and have exacting standards. We care a lt abut the wrk we d and getting it right. We als care abut the peple we wrk with. We welcme input in an inclusive and cllabrative envirnment. Yur invlvement in this rganisatin wuld see yu cnnected t a brad range f natinal [and increasingly internatinal] prducing and presenting cntacts. PAC Australia prgrams and delivers the natinal annual Perfrming Arts Exchange and PAC Australia Perfrming Arts Cnference. The Executive Directr is Rick Heath. Rick is champin fr cultural advcacy and has a passin fr strategic audience develpment and wrk that takes place at the nexus between perfrming arts makers and presenters. Rick is an authrity n perfrming arts turing in Australia. This psitin prvides a strng pprtunity fr an arts manager t flurish and have their talents bradly recgnised. It will suit a persn wh is driven by the desire t find slutins, is cmmitted t imprving peratinal prcedures, is frward thinking and is cmfrtable wrking autnmusly n cncurrent tasks, bth simple and cmplex. If yu re curius and want t make a real impact n the way the perfrming arts perates in Australia, we want t hear frm yu. ed@apaca.cm.au: : P ABN: Page 2 f 5

3 DUTY STATEMENT PAC Australia is currently in a grwth phase and we have a need fr smart persn wh can develp and deliver administrative slutins that make ur ffice sing. This is a rle that requires an individual prepared t wrk at varius levels n different prjects. There is a central administratin functin hwever higher-level peratins crdinatin in the rganisatin as well as prject management is required. The Business and Administratin Crdinatr prvides supprt t the Executive Directr and Prgrams Manager thrugh the efficient and effective administratin f the cmpany. As a small rganisatin, this includes administrative tasks that relate t legal, cmmunicatins, human resurces in the nging develpment f PAC Australia. This psitin will als be respnsible fr implementing new prcesses and systems that deliver highly effective business peratins. Wrking in a small team, the Business and Administratin Crdinatr will be invited t prvide input int management and strategic issues. Key Duties PAC Australia Cnference & Perfrming Arts Exchange 40% Administratin 20% PAC Australia Membership Management 20% Financial assistance 10% Marketing assistance 10% Task List PAC Australia Cnference & Perfrming Arts Exchange 40% Mnitr and manage delegate registratins thrugh the registratin website. Input infrmatin int registratin system, app and event website Generate reprts frm the registratin website as required by the Management. Draft speakers agreements using existing examples. Assist with invitatins t and management f VIPs at the PAC Australia cnference Liaise with speakers and artists t secure bigraphies, headshts and cpies f speeches NB prductin/technical manager t deal directly with speakers regarding their technical requirements. Liaise with prducers and artists presenting at the Perfrming Arts Exchange t distribute infrmatin and cllate materials t prmte their wrk under directin f the Prgram Manager. Crdinate travel and accmmdatin lgistics fr guest speakers and panellists & maintain a schedule f travel arrangements Ldge internatinal speaker visas Assist with the crdinatin f catering and ther functins related t the event. Liaise with a variety f suppliers and cntractrs e.g. transprt, printers, prductin staff. Assist with the cllatin f artwrk and crdinate the delivery f final print items. Attend t individual inquiries/amendments where registratin is incmplete. Prepare and cntribute t event debrief / Recrd f recmmendatins fr event imprvements. Undertake clear cmmunicatins with ED, marketing and ther prductin and venue staff t ensure crdinatin f event lgistics. ed@apaca.cm.au: : P ABN: Page 3 f 5

4 Maintain psitive wrking relatinships with stakehlders relevant t the rle. Membership Management 20% Implement new membership management system in cnsultatin with the Executive Directr and Prgrams Manager Manage applicatins fr membership and the inductin f new members Undertake maintenance f the PAC Australia discussin lists subscribing new members, unsubscribing nn-members Manage member cmmunicatins (including discussin grups) in liaisn with the Prgrams Manager Maintain PAC Australia database including regular updates f the membership database Maintain PAC Australia s n-line technical specificatins resurce [TBC] Administratin 20% Develp, deliver and maintain prcesses related t ffice management Assist with preparatin f grant applicatins and tenders including research. Manage and maintain requirements in regard t: Insurance Office f Regulatry Services ASIC (Australian Securities and Investments Cmmissin) Superannuatin Internet and telephny prvider Manage the PAC Australia Annual General Meeting under the directin f the E.D. Manage the scheduling and delivery f telecnference Bard meetings [every 2 mnths and as required] Recrd and prepare meeting minutes as required Update PAC Australia rganisatinal prcedures manual in liaisn with Prg Mngr Manage telephne enquiries and respnd prmptly and accurately t requests fr infrmatin frm the public/industry/members. General ffice management and management f infrmatin, resurces and technlgy (Maintaining prject files and archives, crrespndence, mail, prf reading, answering enquiries, diary management, statinery supplies, phtcpying, maintenance and trubleshting f ffice equipment, crdinatin f cleaning, data back up) Liaise with stakehlders t crdinate meetings Assist with delivery f the pririties f PAC Australia s strategic plan Assist with the develpment f the PAC Australia website Assist with the management f PAC Australia Cmmittee electins Bk travel and accmmdatin as required Manage the preparatin f the Annual Reprt Assist with the management f the Executive Directr s diary. Ensure that the mst prfessinal standard attainable is maintained Supprt effective cmmunicatins between prject staff Other administrative duties as directed ed@apaca.cm.au: : P ABN: Page 4 f 5

5 Marketing/Spnsrship 10% Assist with nline cmmunicatins website updates, e-news, scial media Assist with management, develpment and delivery f spnsrship relatinships Cntribute t the develpment f strategies t increase PAC Australia membership Wrk with the Executive Directr and Prgrams Manager t apprpriately manage annual print, design and prmtin budgets Financial 10% Assist the Executive Directr and Prgrams Manager with the creatin f budgets, funding applicatins, acquittals and reprts. Liaise with the external bkkeeper t prvide infrmatin regarding management f receivables, payables, membership fees, budgets, payrll and end f year reprts and dcumentatin fr annual Audit. Secure and cllate reprts frm the assciatin s investment prtfli. SELECTION CRITERIA Essential Criteria 1. Demnstrated experience/ability t wrk effectively with nline sftware systems. 2. Ability t wrk autnmusly, use initiative and be highly self-mtivated. 3. A highly custmer fcussed apprach t cmmunicatin. 4. Demnstrated experience in prviding high quality administrative supprt & ffice management including highly develped writing skills, attentin t detail and frmatting f dcuments. 5. The ability t handle multiple prjects and simultaneus deadlines. Desirable Criteria 1. Prfessinal experience in r strng understanding f the perfrming arts industry. 2. Experience and desire t wrk within a small rganisatin fcussed n industry develpment. 3. A demnstrated desire t imprve systems and a develped analytical and prblem-slving apprach t wrk. 4. Flexibility and the ability t maintain a sense f humur. 5. Marketing and/r cmmunicatins experience, and an understanding f scial media, WrdPress and e-marketing systems [Campaign Mnitr and/r Mail Chimp]. 6. Familiarity with Survey Mnkey. APPLICATION DETAILS Further infrmatin: Rick Heath / ed@apaca.cm.au / Applicatins shuld cntain a current CV including at least tw referees and a statement briefly addressing the Selectin Criteria. Applicants wh d nt address the selectin criteria will nt be cnsidered. Applicatins shuld be ed by Mnday 11 September t: Rick Heath - ed@apaca.cm.au with Business and Administratin Crdinatr and yur name in the subject line. ed@apaca.cm.au: : P ABN: Page 5 f 5