Position Number: 0065495
Location: Southbank
Role type: Part-time (0.4 FTE); Fixed-term until 31st December 2025
Faculty: Fine Arts and Music
School: Program and Operations
Salary: UoM 5 - $83,159 - $95,518 p.a. (pro rata) plus 17% super
- Use your administrative expertise to coordinate artist contracts, payments, and operational tasks.
- Collaborate across a variety of stakeholders, including artists and internal teams to support delivery of events.
- Investing in you - benefits package including salary packaging, health and wellbeing programs, discounted services, and professional development opportunities.
The University of Melbourne
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Your next career opportunity
Join the dynamic Artistic Planning team within the Faculty of Fine Arts and Music, where you will provide essential administrative support across the wider Artistic Operations & Planning team, ensuring the seamless delivery of faculty productions and events.
Your responsibilities will include coordinating artist contracts, managing payment processes, and assisting with budget and operational tasks. Strong collaboration with artists, stakeholders, and internal departments is essential to ensure smooth and efficient event execution.
This role offers a unique opportunity to support the planning of artistic productions while gaining valuable experience in arts administration. Given the nature of faculty events, there will be occasions where work outside of standard hours is required, with Time Off in Lieu (TOIL) arrangements provided.
Your responsibilities will include:
- Act as a key contact for artists, creatives, and consultants, ensuring clear and timely communication.
- Handle stakeholder enquiries, providing accurate information or escalating when required.
- Foster positive relationships with internal and external stakeholders.
- Prepare, coordinate, and maintain artist contracts efficiently.
- Alongside the Operations Administrator, process payments, manage invoices, and maintain accurate financial records with confidentiality.
- Assist in budget tracking, expenditure reconciliation, and basic financial reporting.
You may be a great fit if:
We are looking for an experienced administrator, ideally with a background in higher education, arts, or events.
You are experienced in preparing contracts, financial processes, and budget tracking, along with excellent organisational abilities and attention to detail.
Managing multiple tasks efficiently, prioritising workloads, and meeting deadlines will be second nature to you, while your strong interpersonal and communication skills enable you to collaborate effectively across varied stakeholder groups.
You may also:
- Relevant administrative experience, preferably in an arts or events setting.
- Experience in contract preparation, financial processes, and budget tracking.
- Strong interpersonal and communication skills.
- Proven ability to manage tasks effectively, prioritise workloads, and meet deadlines.
- Excellent attention to detail with high organisational skills.
- Demonstrated ability to handle sensitive information confidentially and professionally.
- The ability to work collaboratively as well as independently with the initiative to take on tasks.
For further information please refer to the attached PD.
What we offer you!
We offer the opportunity to be part of a vibrant community and enjoy a comprehensive range of benefits to support your success and sense of fulfillment, including:
- Supportive flexible work arrangements underpinned by our commitment to inclusion and well-being
- Progressive, considerate leave provisions to empower your work-life balance
- Salary packaging and access to a range of discounted services including Bupa health insurance
- Health and well-being services including a leading Employee Assistance Program
- Comprehensive career development and training, plus a 25% discount on UniMelb graduate courses for your immediate family members!
For more information check out our benefits page!
The Team - Programs and Operations
The Programs and Operations (P&O) team within the Faculty of Fine Arts and Music is a dynamic work area, delivering services, support and technical expertise to academics, students, professional staff and stakeholders. The team operates predominantly at the Southbank Campus within Melbourne’s Arts Precinct, as well as the University’s Parkville Campus.
The team oversees program planning, delivery, and operational functions across the following areas: production and technical; event coordination; film and recording studios; asset, equipment and resource management; facilities maintenance and support; capital works and building projects; Occupational Health and Safety (OH&S), technical infrastructure; management of workshops, performance spaces, studios and galleries. The Programs and Operations team collectively ensures the effective planning and delivery of the Faculty's performance, creative and visual arts program, aligned with teaching & learning, research, and engagement priorities.
Be Yourself
The University of Melbourne is an Equal Opportunity Employer and a child-safe organisation. We are committed to creating an inclusive and equitable workplace where all individuals feel valued, respected, and have the opportunity to thrive regardless of gender identity, ethnicity, sexual orientation, disability, age, being a parent or having caring responsibilities.
The University of Melbourne is committed to fostering a barrier-free and inclusive recruitment process. We are dedicated to providing reasonable adjustments for candidates throughout the application and interview stages, including accessible document formats and alternative application methods. To discuss your specific requirements, please feel free to contact Kim Groizard +61 3 9035 3218 or send an email titled 'Reasonable Adjustments' to hr-careers@unimelb.edu.au. You can find more information for applicants requiring reasonable adjustments on our Careers website: https://about.unimelb.edu.au/careers
Aboriginal and Torres Strait Islander Applicants
We aspire to be the University of choice for Indigenous Australians, with unprecedented investment to attract, nurture and retain Aboriginal and Torres Strait Islander students and staff. Tangible support through a range of programs and initiatives will ensure that you personally succeed and flourish while at the University of Melbourne.
For further information, including our 2023-2027 Indigenous strategy please visit -https://about.unimelb.edu.au/reconciliation/murmuk-djerring
Working at the University – what you need to know
This role requires the successful candidate to maintain a Working with Children Check The successful candidate can apply for the WWCC as part of the onboarding process. In the case the selected candidate doesn't have a valid Working with Children Check, they will be able to apply for the WWCC as part of the initial onboarding procedures.
Please note: Visa sponsorship is not available for this position. This role requires current valid work rights for Australia.
Join Us and unlock your career potential!
Is this the perfect opportunity for you? Apply today! Including the following documents:
- Resume
- Cover Letter outlining your interest and experience
- The responses against the Selection Criteria^ (found in the Position Description)
^For information to help you with compiling short statements to answer the selection criteria and competencies, please go to http://about.unimelb.edu.au/careers/selection-criteria
If you have any questions regarding the recruitment process, please feel free to contact us via email at hr-careers@unimelb.edu.au, ensuring that you include the Position Number and the Job Title as the subject. Please do not share your application to this email address.
If you have any particular questions regarding the job please follow the details listed on the Position Description.
Applications close: SUNDAY 30th MARCH 2025 11:55 PM Australian Eastern Standard Time (AEDT)
Position Description: 0065495 - Administrator - Artistic Planning PD.pdf
Position Description
