The Education Support Officer Arts Administrator provides administrative support to the Arts Department and works closely with the Head of Arts, Head of Music, and Production Coordinators to support the effective day-to-day operations of the Arts Program, Musician Development Program (MDP), and College Production. The role reports directly to the heads of each of these departments, as well as liaises with the college operations group (COG) in terms of the day-to-day coordination of events.

The person in this role is responsible for key administrative tasks relating to MDP and Production, including enrolments, contracts, invoicing, instrument hire, purchasing processes, scheduling, and maintaining accurate records.

In addition to these core administrative functions, the role provides broader coordination support across the Arts Department including Production, MDP concerts and performance administration, event planning and support, audition and rehearsal administration, attendance management, music resource management, and event coordination.

The Arts Administrator supports the preparation of performance programs and planning documentation, coordinates administrative arrangements for performances, rehearsals and masterclasses, maintains key program documentation and newsletter items, and assists with the support of instrumental staff.

The position operates under routine direction and established guidelines, with work subject to monitoring and review by the Head of the Department and the college principal team.



The person in this role will also liaise and assist Arts staff with other relevant duties as required.

Key Responsibilities

1. General Administrative Duties

- Provide general administrative support within the Arts Department in accordance with school policies and procedures.
- Provide administrative assistance to the Head of Music to support the delivery of the MDP.
- Responsibility for all correspondence to all MDP emails, including general enquiries from staff, students, families, and external stakeholders.
- Provide administrative support to the accounts department team to assist with all fees associated within the Musician Development Program and College Production.
- Maintain effective filing systems (digital and hard copy) to ensure documentation is accessible, accurate and compliant.
- Prepare routine correspondence, schedules and reports as required.
- Support the coordination of departmental administrative processes to ensure efficient program delivery.
- Attend and assist as required for Production, MDP, and other Arts events.

2. Staff and Student Administration and Support

- Coordinate and monitor all administration for MDP, including student enrolments, allocations, and contracts.
- Coordinate and support all administration for production,



including student applications, auditions, allocations, contracts, and enquiries.
- Coordinate administrative documentation required for recent and ongoing instrumental staff engagements, including monitoring of work schedules, TIL, etc.
- Maintain accurate records of instrumental staff hours worked to prepare and reconcile Instrumental Music Teachers schedules for approval by the Head of Music.
- Liaise with Production Coordinators to coordinate scheduling and staffing of rehearsals and events.
- Monitor the attendance in MDP and Production programs and facilitate required communications and actions.
- Support the maintenance of scheduling for MDP students and staff.
- Coordinate and support the delivery of the MDP certificate.
- Liaising with Daily Org regarding timetable adjustments, scheduling matters and room allocations, as required.

3. Instrument and Performing Arts Resource Management

- Provide resourcing support for MDP, College Production, and other Arts events (such as Arts Evening of Excellence).
- Coordinate instrument hire, maintenance, storage, and ordering.
- Coordinate the ordering and distribution of Arts uniforms, including MDP polos and Production T-shirts.
- Ensure Arts resources are accessible and appropriately managed for required purposes.
- Support and coordinate fundraising efforts and initiatives within Arts programs.

4. Arts Program Documentation and Publications

- Maintain the MDP Handbook regarding fee schedules, enrolments, etc.
- Coordina

📌 Education Support Arts Administrator (Melbourne)
🏢 Kambrya College
📍 Melbourne