Applicants from culturally diverse and First Nations backgrounds are strongly encouraged to apply.

OVERVIEW
We have an exciting opportunity for an experienced Administration Coordinator to join our passionate and driven team. The Administration Coordinator provides support across the Helpmann team in a collaborative way to assist with the delivery of programs, events, arts projects and the day-to-day operations of the organisation.

ABOUT US
The Helpmann Academy empowers South Australia’s rising emerging creatives to realise their visions and build sustainable practices. Helpmann Academy provides professional development opportunities including grants, awards, fellowships, mentorships, masterclasses, advisory services, and international artist residencies, all tailored specifically for South Australia’s higher education students, tertiary graduates, and emerging artists.

The Helpmann Academy is a unique collaborative partnership, unifying the skills and resources of our state's universities. Since 1994, the Helpmann Academy has been empowering emerging creatives, promoting South Australia as a centre for excellence in creative education, and contributing to the artistic community of the state.

ABOUT YOU
You are a highly organised, team-player and positive administration wiz! You are outcome-focused, have a fastidious eye for detail, and the ability to multi-task. You have a passion for the arts and want to work in a collaborative team that is driven to see artists prosper, be valued and celebrated.

RESPONSIBLE TO: Chief Executive Officer (CEO)

TERMS: This is a full-time position with a salary range of $60,000-$65,000 + superannuation. A part-time option (0.8 / four days a week or 0.9 /nine-day fortnight) may be negotiated.

Some out-of-hours work (evenings/weekends) will be required. As Helpmann Academy is subject to funding agreements, this position is offered on a two-year fixed term contract basis, subject to a six-month probation period.

RESPONSIBILITIES/ACCOUNTABILITIES

Contribute to the delivery and continuous improvement of Helpmann Academy’s projects and programs.

Provide reception duties, including but not limited to; greeting clients, first point of contact for telephone and email queries, mail collection, managing couriers, etc.

Personal assistant support to the CEO including diary management, minute taking at meetings, Board meeting attendance, workflow management, annual reporting, and assisting other team members as required.

Attend and provide assistance at events and functions organised by Helpmann.

Co-ordinate internal and external meetings.

Maintain effective and up-to-date digital and hard copy filing, record keeping and archiving systems. including CRM database.

Assist with coordination of grant rounds, awards and residencies, including: callouts, applications, assessment procedure, contracts, payments and reporting.

Assisting with internal and external reporting to stakeholders, including preparation, compilation and dissemination of quarterly Board reports, as required.

Maintain stationery supplies and a tidy, functioning office.

Purchase and maintain office equipment, computer equipment and photocopier.

Responsible for receiving, processing and coding invoices, collating and filing invoices, managing sales during events, petty cash, and EFTPOS transactions/ reconciliations.

Oversight / administration of IT services and processes.

Oversight / management of Salesforce CRM.

Office operations - ensure compliance with WHS policies, coordinate staff onboarding / offboarding, liaising with external suppliers for IT / office / facilities management and contracts.

Assist with volunteer management.

Support departments and CEO in developing / reviewing / managing budgets, financial forecasting, and reporting.

Other administrative tasks as required.

KEY SELECTION CRITERIA

Experience working in a busy office environment.

Proven database / CRM management skills, preferably with experience in Salesforce (or similar).

High level of proficiency in Google Workspace products, including Gmail, Meet, Calendar, and Drive.

High level of proficiency in Microsoft software including Word, Excel, and PowerPoint.

The ability to deal with a wide variety of people.

Effective organisational and time management skills.

Excellent verbal and written communication skills.

The ability to work in a team and autonomously.

A high level of attention to detail with a proactive mind-set.

Experience managing financial accounts, preferably experience with Xero (or similar).

PERSONAL ATTRIBUTES

Positive outlook and willingness to assist others.

Ability to integrate quickly into a dynamic team environment.

Warm and friendly manner.

Courteous and efficient dealings with a varied range of stakeholders.

Interest and passion for the arts.

APPLICATIONS SHOULD INCLUDE

A cover letter outlining why you are the right candidate for this role (no more than two pages)

A response to each of the Key Selection Criteria (including examples of demonstrated experience or knowledge)

A current CV

APPLICATION PROCESS

Please address your application to Jane MacFarlane, CEO, Helpmann Academy.

Applications must be submitted via our website (https://helpmannacademy.com.au/join-the-team/) using the online application form.

Applications via SEEK or emailed directly will not be considered.

Applications close Monday 4 August at 9.00AM. Applications received after this deadline will not be considered.