POSITION DESCRIPTION PROGRAMS MANAGER Position Description Title: Employment Conditions: Remuneration: Contract Term: Location: Organisational Relationships Reports to: Supervises: Key Relationships: Programs Manager Permanent part- time, 3 days/week. Flexible working hours will be required in the lead- up to, during, and immediately after Junction Arts Festival $44,000, (pro- rata) + 9.25% superannuation An initial term to 31 December 2014, with an option to renew for two years, subject to performance outcomes Albert Hall, 45 Tamar Street, Launceston, Tasmania Executive Director, Junction Arts Music Programmer, artist liaisons and local coordinators, volunteers and interns Junction Arts staff, artists, suppliers, contractors, community groups, schools, businesses, local councils, stakeholders, audiences/ participants, patrons, and partners Junction Arts Background Junction Arts is a developmental organisation based in Launceston, Tasmania that works closely with local, national and international professional artists to commission, produce and present new performances and projects that artistically aim to challenge traditional relationships between artists and audiences, primarily through its annual Junction Arts Festival. Now in its fourth year, Junction Arts Festival is one of Tasmania s growing number of niche festivals and events across the state that takes place in Launceston, Tasmania in late winter/spring. Junction s particular focus is on live arts, participatory and site- specific performances that place the audience at the centre of the experience and use non- traditional venues, outdoors, and present in a range of public and private spaces. Junction Arts works year- round behind the scenes to support artists careers, produce events, provide mentoring and training opportunities for local students and youth, expand learning outcomes for children and schools, engage the local community, and promote Launceston, Tasmanian, and Australian artists. Junction s annual turnover is approximately $400,000. The organisation s principal funding partner is Events Tasmania. Additional support is provided by grants from the local Launceston City Council and the federal government, philanthropic trusts and foundations, and corporate partners, as well as income earned through box office, bar sales and merchandising. Junction Arts is a not- for- profit association governed by a Management Committee (commonly referred to as the Board ). The Executive Director is the CEO of the organisation, curates the Junction Arts Festival, reports to the Board, and directs all Junction staff and programs. Junction Arts Programs Manager position description Page 1 of 5
Role Description The Programs Manager works closely with the Executive Director and Junction s Senior Management Team to manage the administration and successful delivery of Junction s programs and artistic events, especially, and most critically, the Junction Arts Festival. The Programs Manager is responsible for the overall management, coordination and delivery of all creative development requirements for the Junction Arts Festival and its programs and events, ensuring they are executed to the highest of professional standards and satisfy the expectations and requirements of the artists, staff, the Board, participants, sponsors, partners, stakeholders and audiences, within the allocated program budget. The Programs Manager is responsible for coordinating the overall program and artist schedules, contracts and individual event installation needs, artist travel and accommodation, community participation; coordinating all artists inclusion in Junction Arts Festival marketing materials; and supervising all artistic support personnel, vendors and suppliers. The Programs Manager reports directly to the Executive Director, who in turn reports to the Board. Key Responsibilities: Programs Management Manage the administration and highest quality delivery of the Junction Arts Festival program of events, and other Junction events, as determined by the Executive Director Obtain and coordinate with prospective and confirmed artists all technical and presentation requirements for all events, and develop overall program schedules, artist itineraries, and individual operational project plans to deliver events within allocated budgets Manage all aspects of confirmed artist travel and accommodation, visa requirements, local transportation, workshops and meetings, and residency needs Prepare detailed written program updates and reports, or program- related information for grant applications, acquittals, sponsorship packages, updates for the Board and associated committee meetings, or as otherwise required by the Executive Director Work with the Production Manager to ensure all technical and logistical requirements of all programs and venues are met, including: production materials and equipment, permits and permissions, bump- in/out schedules, shipping and transportation, OH&S and risk management plans, and ensure all venues and site requirements are confirmed Build and maintain positive relationships with current and potential partners to maximise opportunities for the Junction Arts Festival, including artists, arts and non- arts partners, venues, community organisations, local businesses, schools and other stakeholders Coordinate the accreditation and delivery of the entire artist and programming team, and oversee the creation and distribution of Artist Welcome Packs to visiting artists on arrival Participate in post- festival/ event evaluations, including the preparation of a final reconciliation of program and artist travel budgets and the preparation of a final report including an evaluation of the effectiveness of implemented strategies, budgets, staffing, program- related economic impact calculations and overall outcomes along with recommendations for future festivals/ events, and highlighting any issues pertinent to programming, and copies of all programming- relate documents produced for the Festival or other events. Financial Management & Contracts Manage and monitor overall program budgets and individual project budgets, and be responsible for delivering programs within set financial parameters and the budget or budgets approved by the Board Report to the Executive Director and the Administration & Operations Manager on income and expenditure for individual projects and events and ensure that cost efficiencies are maximised Prepare all artist and co- presentation contracts and schedules or letters of agreement, and ensure Junction Arts Programs Manager position description Page 2 of 5
contract monitoring and invoicing and payment processes are in place in collaboration with the Administration & Operations Manager. Marketing & Fundraising Compile and deliver to the Marketing & Fundraising Manager all artist and program information required for all marketing and communication materials and collateral, ensuring artist and event information is accurate, including but not limited to: descriptions, credit and presentation lines, dates, venues, times, photo credits, sponsors, and box office and ticketing requirements Work with the marketing and fundraising team to identify project- related partnership and sponsorship opportunities and potential target audiences/ participants and communities Manage and coordinate the effective compilation and delivery of all final program, audience/ participant and event statistics for reporting purposes Provide all relevant contractual information to other staff to ensure all artist obligations are met, including but not limited to marketing, sponsorship, fundraising, and ticketing requirements Staff Management Appoint and supervise program support staff in consultation with the Administration & Operations Manager and Executive Director Work with programming staff, volunteers and interns to prepare and document detailed project/ event delivery plans in accordance with approved budgets and incorporating clear and realistic delivery timelines; and supervise the programming team in ensuring the agreed plans are achieved on time and within budget Conduct regular performance and timeline reviews with programming staff in consultation and collaboration with the Administration & Operations Manager, and provide written reports to the Executive Director General Work collaboratively with all members of the Junction Arts team and ensure open and clear communication is maintained across the organization Contribute to and participate in senior management strategy meetings, program and production staff meetings, and general staff meetings Establish and maintain all programming records, maintain adequate and appropriate filing and archiving systems and contact databases with respect to all artists, agencies, venues, contacts, and suppliers Attend Junction Arts events and functions, as required - especially those that are part of the Junction Arts Festival Undertake any other programming- related tasks as reasonably requested by the Executive Director Key Milestones 2014 April: Complete program budget reviews and EOI assessments May: Complete artist contracts, travel arrangements, logistics, and final program budgets June: Complete project operational plans; complete compilation of artist marketing materials July: Complete program team recruitment Aug- Sept: Oversee events development and Junction Arts Festival program delivery Oct- Nov: Assist with final reporting, statistics analysis, grant writing Dec: Support research and 2015 grant application/ sponsorship proposal preparations Junction Arts Programs Manager position description Page 3 of 5
Measures of Success Overall performance in meeting objectives, timelines and budgets Overall performance in meeting Strategic Plan KPIs and agreed individual Performance Plan goals and objectives All programs and activities are well organised and managed effectively All programs and events related marketing materials delivered on time Overall artist, participant and stakeholder satisfaction with programs administration Enhanced reputation and increased profile locally, nationally and internationally with artists, live arts and performance communities and festivals Effectiveness in leading relevant staff and working as part of the Junction team. Selection Criteria Essential: A minimum of 3 years professional experience in arts programming, producing and management, particularly in participatory live arts and in programming and/or producing site- specific work for non- conventional sites/ venues Demonstrated experience working with artists and artistic companies from project conceptualisation through to presentation, including contracting, travel/touring arrangements, fee negotiations, installation bump- ins/ bump- outs, visa requirements, site/venue development and preparation Demonstrated experience in managing budgets Demonstrated experience working with community participants on creative projects Demonstrated time management, problem- solving skills and a demonstrated ability to meet tight deadlines and achieve quality results Excellent communication and negotiation skills, and the ability to liaise effectively with a wide spectrum of stakeholders A thorough understanding of risk and OH&S management in a risk- taking creative environment High level computer skills in Microsoft Office including Word, Excel, and PowerPoint Hold a drivers license Desirable: Previous experience within an arts festival environment Knowledge of Launceston s, Tasmania s and Australia s arts communities Knowledge of Launceston and its surrounding communities Reporting The Programs Manager reports directly to the Executive Director. Occupational Health and Safety and Employment Equity Junction Arts is committed to high standards of performance in relation to Occupational Health and Safety and the provision of Equal Employment Opportunity. All employees are expected to participate in maintaining safe working conditions and practices, as well as in promoting and upholding the principle of fair and equitable access to employment/promotion, professional development and training, and the elimination of workplace harassment and discrimination. Employment Conditions The position is part time and based in Launceston, Tasmania. Normal office hours of work are 9am 5pm including a total daily break of one (1) hour. It is anticipated that working hours will vary from week to week dependent on the demands of the role. As part of the total package, the role may require that reasonable additional hours be worked in order to fulfil the position s requirements. This may involve work outside of business hours occasionally outside of Launceston, during weekends, and on- call response during the Junction Arts Festival. No additional payment is made in such circumstances. The Executive Junction Arts Programs Manager position description Page 4 of 5
Director must be advised in advance of completing any additional hours of work on any occasion when those additional working hours are considered unreasonable. The position does not accrue flex- time, time- in- lieu or any other arrangements in lieu of overtime worked, except for the week leading into, during, and the week following the Junction Arts Festival. A reasonable amount of time off work may be taken in recognition of additional hours worked, with the prior approval of the Executive Director. Junction staff are provided with office space, a desk, computer and internet and phone access. Annual & Sick Leave Subject to the terms and conditions of the employment contract, the Employee will be entitled to holiday leave accrued proportionally at the rate of 4 weeks annual leave for every 52 weeks worked. Sick and Personal Leave is accrued proportionally at the rate of 10 days for every 52 weeks worked, subject to the terms and conditions of the employment contract. Performance Plan & Annual Review The Programs Manager will participate actively in the development of a Performance Plan in consultation with the Executive Director. The agreed plan forms the basis of a formal annual performance review process and acts as a tool for regular reference in fulfilling the position s duties and responsibilities. The annual review focuses on the fulfilment of the role and its responsibilities and on the achievement of goals, key milestones and KPIs outlined in the Strategic Plan together with objectives for the year identified in the Performance Plan. APPLICATIONS Junction Arts is an equal opportunity employer. Junction Arts welcomes applications from across Australia and internationally. Please email applications to Natalie De Vito, Executive Director, at: jobs@junctionartsfestival.com.au Please also include your name and position title you that are applying for in the subject line. Applications must include: A cover letter addressing responsibilities and the Selection Criteria A CV outlining relevant work experience Availability for commencement, and Contact details of two professional referees (note: referees will only be contacted following an interview) The closing date for applications is 5pm, Friday 7 March 2014. Interviews tentatively will be held 17-21 March 2014. The expected start date is early to mid April. For more information about Junction Arts Festival, visit: www.junctionartsfestival.com.au Junction Arts Programs Manager position description Page 5 of 5