St Martins is seeking a dedicated Office and Workshop Coordinatorr

Reports to: Executive Director and Artistic Director

Location: 28 St Martins Lane, South Yarra VIC 3141

Position Type: Full-time

Salary range: $60,000

Direct Reports: n/a

The Office and Workshops Coordinator works closely with the Executive Director, Artistic Director and Artistic Associate to ensure the smooth rollout of St Martins’ workshops program (term and holiday) and other associated events. This position also implements and maintains administrative systems in the office, ensuring efficient running of the office and company. This is an outward facing role - the Office and Workshop Coordinator is the first point of contact at St Martins and must communicate effectively with varied stakeholders including parents, workshop participants, workshop artists, company artists and venue hirers. As a representative of a small but agile arts organization, the Office and Workshops coordinator needs to be able to proactively manage issues arising from workshops, venue hires and other company business as required.

A Bit About You…

Skills and experience required for the position:

  • Previous office / administrative experience.

  • High proficiency in Word, Excel and other Office 365 software.

  • Ability to set up and maintain systems & procedures.

  • High attention to detail and ability to multi-task during busy periods.

  • Ability to work as part of a team as well as independently.

  • Excellent communication and interpersonal skills with particular proficiency in understanding and mitigating concerns of parents, children and Workshop Artists who are tasked with providing a quality artistic experience in a safe space.

  • Flexibility and willingness to participate in all aspects of the Company.

  • Experience working with Children.

  • Interest in the Arts or not-for-profit sector is desirable.

  • Experience in Salesforce software desirable.

  • Proficiency in social media and maintaining brand awareness is desirable.

  • Current Victorian Driver’s License desirable.

Your tasks will include:

  • Setting and maintaining a high-quality standard of communication and service for parents, workshop participants, company artists and venue hirers.
  • Coordination of workshops related venue bookings.
  • In communication with the Venue Coordinator, process venue hire bookings for St Martins venues including invoicing and contracting.
  • Communication of workshop content & purpose to prospective participants & their parents via phone or email. Manage enrolment process via Salesforce database, including attendance & accurate participant details in database.

  • Preparation & maintenance of workshops related ‘teacher kits’ (stationery, props, equipment etc).

  • Attending meetings with artistic & teaching staff as needed.

  • Rostering and coordination of casual teaching artists & support artists.

  • Regular communication with teaching artists re projects & curriculum.

  • Liaising with Inclusion Coordinator to administer Inclusion Scholarship recipients.

  • In consultation with the Artistic Director & Executive Director, prepare Deal Memos & contracts for casual and contract staff as required.

  • In consultation with Executive Director, manage workshops budgets.

  • Verification of timesheets and invoices from artists.

  • Weekly banking & financial analysis.

  • Liaison with other team members to ensure advertising & communication of workshops program happens at appropriate times

  • Administration support for Executive and Artistic Directors.

  • Company representation at Industry functions as required.

  • Although based mostly at St Martins’ office in South Yarra, you will need to have the ability to visit satellite locations of workshops and productions as and when needed for company business.

How to apply

Download the full position description and Key Selection Criteria, here.

Please apply via email with "Office and Workshop Coordinator - (your name)" in the subject line. Please submit a CV with two referees and a cover letter addressing the selection criteria listed above.

St Martins acknowledges the barriers to employment that exist for many people because of disability, cultural difference or social disadvantage and strongly encourage people of all backgrounds to apply for this position.

Please contact Kerry O’Sullivan, Executive Director, at kerry@stmartinsyouth.com.au or 0417 976 449 should you require further information.

Closing date: Sunday 10 February 2019

St Martins values its place within the arts industry. We love to stay connected to great artists, skilled practitioners and our alumni.

Please check in regularly for advertisements for Teaching Artists and Assistant Artists.