Arts Administrator

**Arts Administrator
**Position Details**

**Position Title**:Arts Administrator

**Administration**:Administration Position

**Campus Location**:Research Campus

**Type**:Full time
Fixed Term: 12 months Parental Leave

**About ELTHAM College
**ELTHAM College is an independent co-educational school in Nillumbik Shire, northeast of
Melbourne.

ELTHAM College grows the heart and mind of each child. We believe that school is a daring
adventure where children learn to think for themselves, in preparation for a future of exciting
possibilities. Located in an extraordinary environment, students experience an engaging,
rigorous world-ready curriculum while being supported with warmth, care and respect.

The College has a strong commitment to technology. All applicants should be able to
demonstrate their desire to maximize the use of technology in an educational environment
ELTHAM College is committed to global awareness and global citizenship.

**Purpose of the Role**

To support the College’s various Arts programs, providing administrative assistance to staff,
parents and students to ensure that all facets of the vibrant Music and Performing Arts
programs operate efficiently at all times.

**Major Duties
**1. Administrator tasks
- Administrative duties for the Director of Music- Administrative duties for Performing Arts events - liaising with the Head of
- Productions- Administrative support for Co-curricular Arts programs - liaising with the Student
- Activity Coordinator- Music enrolments - including recruitment drives
- Parent/student correspondence for all Performing Arts areas
- Calendar maintenance
- Synergetic
- Meeting co-ordination, attendance and minutes
- Ad hoc tasks

**2. Management - Private instrumental program & staff
**- Creates and maintains teaching schedules and timetables for instrumental music
- tutors- Monitors and maintains Instrumental music rolls and lesson counts
- Processes time sheets and provides pay information to accounts
- Processes invoices and bookings
- Advises the DoM of new enrolments and/or discontinuations and processes these
- through Synergetic- Is the point of contact for music families with regards to private instrumental

lessons, absences, timetables issues etc.

**3. Administrative support for extra-curricular programs
**Ensemble administration - In liaison with the DoM and Ensemble Directors, this role will
provide administrative support organise a variety of ensembles to enhance the students’
performing arts experiences at the College.
- Maintains lists for ensemble directors eg. attendance sheets
- Coordinates timetable for performing arts programs
- Books venues using Outlook calendars
- Maintains Synergetic to ensure mE groups are accurate for ensemble staff

**3. Management - Venue
**- All bookings internal and external of the Performing Arts Building (particularly the
- auditorium)- Correspondence with College AV Technicians
- Attend some music performances and/or other school functions which take place in

the evenings

**4. Production Support
**Production/events support - In liaison with the Head of Productions this role will provide
administrative assistance in organising a variety of productions that enhance the
students’ Performing Arts experiences at the College.
- Concert administration - meetings with full-time music and drama staff who are
- made “in charge” of their given performance - advanced planning- Communicates key dates with staff, students and families - rehearsals, ticket release

date
- Liaises with Junior School and Senior School staff in regards to rehearsal times and

venues
- Liaises with Junior School and Senior School staff to ensure staff volunteers are

made available for duties on a performance evening
- Books venues using Outlook calendars
- Liaise with the Communication Office to promote productions
- Advertising - liaise with Community Relations Office
- Programs - liaise with Community Relations Office
- Ticketing - liaise with Community Relations Office
- For smaller Music Department performance events - produce the program, arrange

printing and distribution, invite students and families

**5. Other Duties
**- There will be other duties as the need arises. These will be specified in discussion
- with the Director of Music- Attendance at College ‘All Staff Meetings’

**Skills and attributes required for the role
- Suitable experience in administration
- The ability to work autonomously as well as contribute in a team environment
- The ability to manage time, prioritise and meet deadlines with a strong attention to
- detail- Strong written and verbal communication skills
- Superior communication skills, coupled with creative problem-solving abilities
- Knowledge of Synergetic (desirable)
- A strong understanding of Microsoft programs
- Customer focused, friendly and professional

**Experience/Pre-requisites**
- Demonstrated experience in an administrative/co-ordination role in either the

education sector or Arts