Events and Functions Coordinator

**Reports to**:Head of Community Engagement

**Teaching/Administration/ School Assistant**:Professional Staff

**Campus Location**:Research

**Full time/Part time (FTE)/Fixed Term Contract**:0.8 / 4 days

(Increased days may be required as/when needed)

**Annual Leave **5 weeks (pro-rata)

**About ELTHAM College**

ELTHAM College is a contemporary, independent co-educational school, offering Early Learning to Year 12. The College
exists to grow hearts and minds and help our community prosper. At ELTHAM, education is a daring adventure - we
provide authentic learning opportunities so that students can become world-ready.

First established in 1974, ELTHAM College's main campus is located in Research, in the leafy outskirts of Melbourne, in
the gateway to the Yarra Valley. In Year 9, students take part in our City Experience Program, basing themselves at our
city campus on Lonsdale Street.

Our Research campus comprise of approximately 100 acres of land - home to our school buildings for ELC - Year 12, an
environmental reserve, Performing Arts Centre, multiple sporting grounds, gymnasium, indoor pool, as well as the
Hospitality Training Centre and Swiper's Gully vineyard.

Students' experiences are supported by a technology rich environment, including an IT personal device program, STEM
labs, and an on-campus Observatory.

**Purpose of the Role
ELTHAM College is focused on significantly growing enrolments over the next 5 years and investing in strategic

marketing and engagement activities that align with our purpose of growing hearts and minds and helping our

community prosper.

This role is integral to the delivery of strategic events for the College, as well as creating an efficient, effective and best

practice events function within the College. The delivery of events and functions are key streams of work related to the

College’s marketing strategy.

***

Specifically, the Events and Functions Coordinator role will manage and supports key events which relate to the

College’s marketing, communications and engagement deliverables. The role also provides guidance and support

across the College, to ensure school functions are delivered to a consistent high quality and representative of the

College brand, utilising a best practice approach.

This role will coordinate and deliver a full spectrum of event and function’s activities in order to meet objectives and

deliver strategic results for the College and engage with key audiences. The role will deliver, initiate and collaborate on

events that will support, enable and drive prospective family and student engagement, staff, student, family and

alumni relations, philanthropy outcomes, and community connectedness.

They will also work alongside team members to support the delivery of other relevant marketing projects and

campaigns, as appropriate.

**Major Duties
- 1. Event Management- Coordinate and plan major marketing and engagement events for the College in consultation with the Head

of Community Engagement
- Coordinate and deliver events in a range of formats that relate to the College’s marketing, engagement and

admissions functions, this includes the design, planning, and project management
- Develop relationships with stakeholders, and coordinate staff, volunteers, stakeholders and suppliers as

required to assist with event delivery and meeting of event objectives
- Proactively manage the team’s event calendar
- Work with team members to effectively promote events and report on event outcomes
- Work closely with the Principal’s office to deliver special events of significance, such as ANZAC Day Assembly,

Services held on campus, School Anniversaries and similar high-profile events
- Manage and build external contractor/supplier relationships to support the delivery of events and secure

preferred supplier arrangements to benefit the College.
- 2. Functions, Systems and Processes- Follow and establish processes and procedures, to create efficiencies in event management for the College

and continuous improvement
- Provide advice and guidance towards the overall College event and functions calendar, to ensure significant

time to develop and implement plans for the efficient operation of all College functions/events
- Assist with the development of appropriate function and event approaches and plans, liaising with

stakeholders and other event owners across the College as necessary and needed
- Oversee key functions as required to ensure efficient operation and stakeholder satisfaction
- Coordinate debriefs, and analyse, evaluate and reports on event and functions activity, to inform

improvements, operational effectiveness and meeting event objectives
- Create, coordinate and work with relevant staff to deliver initiatives to activate and commercialise Swipers

Gully Café and training restaurant, as well as other College facilities as required.
- 3. Marketing and Engagement Support- Provide support to team members from an event m