Programs Engagement Coordinator - Participants

MYO is looking for a dynamic, experienced administrator to manage engagement in a broad range of instrumental ensemble programs for young people.

PROGRAMS ENGAGEMENT COORDINATOR – PARTICIPANTS

• 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 Programs Engagement Coordinator (Participants) 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 Programs Engagement Coordinator (PECP) also contributes to the administration required to facilitate the smooth delivery of MYO rehearsals, concerts and special projects. The PECP 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
• Complete administrative duties include being primarily responsible for answering phone, email and written enquiries from MYO participants and preparing and distributing communications and schedules and Other administrative duties as directed
• Processing student enrolment, audition applications and payments
• Coordinate MYO special projects
• Produce ensemble lists, attendance records, up to date absence lists
• Create relevant student handbooks, terms and conditions, FAQs for MYO programs
• Organise the annual EP audition timetable including student and staff scheduling
• Be an active member in maintaining and improving the MYO Salesforce database
• Provide support to the Marketing Coordinator and Programs and Administration Coordinator to ensure MYO website and WordPress database is up to date
• Prepare and complete post-program student surveys, evaluations for all programs and post-concert audience evaluations and attendance statistics

Recruitment and Engagement

• Provide preliminary assessment of MYO Financial Assistance applications and manage communication with applicants
• Play an active role in the outreach and promotions of MYO programs
• Manage waitlist for all MYO programs

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
• Maintain a supervisory role during MYO rehearsals, tutorials, events and tours as required
• 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

Volunteer Program 

• Roster and organize volunteers
• Develop handbooks or introductory programs and coordinate briefing sessions
• Grow MYO volunteer program

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)
• Very strong skills and experience in administration
• Knowledge of 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

NB – Proposed interview date is Friday 12 September for successful candidates.