Participant Engagement Coordinator

Melbourne Youth Orchestras is seeking a vibrant individual who loves communicating with people to support young musicians through their MYO journey. 

PARTICIPANT ENGAGEMENT COORDINATOR

• Vibrant not-for-profit youth music organisation
• Office in Southbank arts precinct

About Melbourne Youth Orchestras 

At MYO, our purpose is enriching young lives through the power of music. 

We believe that 

• Music inspires young people to reach their potential
• A commitment to excellence is the foundation for success
• Creativity is unleashed through inspiration and exploration
• A love of music motivates life-long learning and participation
• Effective teaching is centred on learners’ needs
• Great partnerships amplify our impact
• Our heritage and alumni are integral to our future achievements
• No young learner should be excluded based on disadvantage

We offer an inclusive and stimulating range of musical activities to bring young people together for the joy of music. Young Victorians from 8 years of age to tertiary level come together to rehearse and perform in music ensembles including symphony orchestras, string orchestras, and symphonic bands. 

Our programs increase youth involvement in music, build strong communities and bring together talented young musicians from diverse backgrounds, united by a love of music and a commitment to excellence. 

MYO is recognised as one of Australia’s leading centres for ensemble music making and training, delivering music education programs for a large community of students and their families. 

About the role 

The Participant Engagement Coordinator (PEC) is the primary point of contact regarding all MYO programs – managing enquiries, enrolments and applications from current and prospective participants and families.

Reporting to the Programs Manager, the PEC also contributes to the administration required to facilitate the smooth delivery of MYO rehearsals, concerts and special projects. The PEC at all times acts in a professional manner further strengthening partnerships and strategic relationships through high quality written and verbal communication.

Specific Roles and Responsibilities 

General Administration 

• A high level of administrative and organisational skills are essential
• Ability to manage frequent and competing deadlines
• Complete administrative duties include being primarily responsible for answering phone, email and written enquiries from MYO participants and preparing and distributing communications and schedules
• Processing student enrolment, audition applications and payments
• Coordinate MYO special projects such as the Prelude Program, MSO side-by-side, Carols by Candlelight and other projects in conjunction with the Programs Manager, Music Director and Chief Executive Officer as required
• Liaise with and assist Ensemble Coordinators to provide up to date and accurate information relating to student enrolment and health notes
• Produce ensemble lists, attendance records, up to date absence lists, ensemble seating lists and other necessary documents that facilitate the smooth running of MYO programs as required
• Create relevant student handbooks, terms and conditions, FAQs for MYO programs such as Ensemble Program (EP), Summer and Winter School
• Organise the annual EP audition timetable including student and staff scheduling and work with the Programs Manager and Operations Manager to facilitate effective delivery of EP auditions
• Be an active member in maintaining and improving the MYO Salesforce database, updating student / personel records and reports that improve communications with stakeholders.
• Provide support to the Marketing Coordinator and Programs and Administration Coordinator to ensure MYO’s website and participant databases are up to date
• Other administrative duties as directed

Participant Recruitment and Engagement

• Provide preliminary assessment of MYO Financial Assistance applications and monitor current scholarships funds, payment plan agreements and liaise with the Accounts team to distribute invoices accordingly
• Distribute financial assistance outcome emails to members and follow-up on overdue invoices where necessary
• Play an active role in the outreach and promotions of MYO programs including regional and rural student recruitment in conjunction with the Marketing Coordinator
• Maintain and continuously monitor recruitment of ensemble members by reviewing waitlist applications for all MYO programs and facilitate late enrolments and auditions when positions are vacant
• Work with management and other team members to ensure that all occupational health and safety (OHS) risks are minimised through awareness and application of safe working practices and Child Safe Policies

Evaluations

• Prepare and complete post-program student surveys and evaluations for all programs and special projects directly after the conclusion of the program and prepare reports
• Prepare and complete post-concert audience evaluations and attendance statistics

Volunteer Program 

• Roster and organize volunteers, delegating volunteer projects and tasks that match the skills, experiences and expectations of volunteers to suitable roles within MYO
• Develop handbooks or introductory programs and coordinate briefing sessions as required
• Grow MYO volunteer program, including databases and records, developing position descriptions, screen potential volunteers and implementing campaigns that attract and retain a volunteer presence at MYO

Delivery of MYO Programs

• Manage the Administration Desk on-site at MYO programs by being a central point of contact for all students, parents and staff, including recording absences, first-aid support and other tasks as required
• Maintain a supervisory role during MYO rehearsals, tutorials, events and tours as required – presenting as the visible face of the organisation, acting in a professional manner at all times

Requirements

• This is a full time position to be worked generally on a Tuesday to Saturday schedule (in office, on-site and some negotiated working from home)
• An enjoyment of engaging and communicating with a diverse range of people in both a spoken and written format
• Experience in administration (arts management desirable)
• Background in music, ensembles and and/or education
• Experience with Salesforce CRM, WordPress and Asana are desirable
• Some out-of-hours work is required with time off in lieu accrued accordingly. MYO supports a flexible working arrangement under written requests in advance.
• Candidate must hold a valid Victorian Working With Children Check or Victorian Institute of Teachers registration