POSITION DESCRIPTION

POSITION TITLE: PROJECT ADMINISTRATOR – TAPIC

Job Band: / 2
Team: / Capability Building & International teams, TAPIC
Reports to: / Senior Adviser, Audience Development & Capability Building
Number of Direct Reports: / No direct reports
Financial Accountabilities: / None
Location: / Auckland

CREATIVE NEW ZEALAND’S PURPOSE

Creative New Zealand is the national arts development agency developing, investing in and advocating for the arts.

WHAT WE DO

Creative New Zealand’s support for the development of the New Zealand arts sector is provided primarily through our funding programmes. We also deliver a range of programmes to build the capability of artists and arts organisations, and to advocate for the arts.

TEAM PURPOSE:

The Capability Building and International teams (as part of TAPIC - Team Arts, Policy, International and Capability) are responsible for the design and delivery of programmes which build the capacity of New Zealand artists and organisations to: access and build audiences and markets nationally and internationally; increase the profile of their work internationally; build their capability in business and organisational development and assist with enhancing their long term sustainability.

JOB PURPOSE:

This role is responsible for providing administrative services to support the delivery of the full suite of Capability Building programmes, including assisting with the development of programme documentation and project plans, tracking budgets, creating communications (e.g. invitations/newsletters), maintaining programme information and data, arranging workshops and webinars and assisting with research projects.

This role is also responsible for providing project administrative support to the International team and projects as required.

KEY RESULT AREAS /

CRITICAL TASKS

/

PERFORMANCE INDICATORS

Capability Building Programme
(and International projects as required) / Provide administrative support for the Capability Building programme including updating the project plan, maintaining and providing information/data for reporting, maintaining mailing lists and monitoring project budgets.
Provide support for all capability building initiatives including setting meetings, recording minutes, liaising with internal/external clients, as required, and monitoring timelines.
Co-ordinate and provide support for the selection process for capability building initiatives including calls for applications assessment processes, registrations and communication of decisions.
Co-ordinate and assist with client evaluation and provide data analysis support.
Assist the Senior Advisor Audience Development and Capability Building with client enquiries relating to applications for programme initiatives and funding opportunities.
Creating communications material, including invitations and newsletters using a range of applications, e.g. MailChimp, SurveyMonkey, Polldaddy etc.
Liaise with the Communications team where required to ensure delivery of key announcements and messages are transmitted through appropriate channels.
Co-ordinate and support the delivery of events and workshops including liaising with venues and caterers regarding bookings and logistics, liaising with participants on arrangements and feedback, and attending workshops in a support role.
Processing invoices and recording budget income and expenditure, including generating invoices.
In consultation with the Senior Adviser Audience Development and Capability Building, assist with research projects and special tasks as required.
Book travel and accommodation.
Co-ordinate and oversee skill-building webinars with arts organisations.
In consultation with the Senior Advisor Audience Development and Capability Building compile and disseminate Capability Building case studies, resources and research via communication channels and social media to target audiences.
In consultation with the Senior Adviser Audience Development and Capability Building, co-ordinate evaluation material on the programmes to ensure that delivery meets Creative New Zealand’s strategic priorities. / Able to effectively coordinate all programme documentation (including the project plan, programme information and tracking budgets) and administration to a high standard by the required timeframe.
Able to coordinate multiple projects ensuring all project milestones are met, documentation is completed accurately, in accordance with organisational standards, and within agreed timeframes.
Application/registration processes are completed accurately and well-documented and within the required timeframe. External communications are timely and accurate.
Accurate compilation of data is completed on time and to high standards. Results and findings are reported to clients and other relevant teams within Creative New Zealand.
Information and responses to client enquiries is timely, accurate, and beneficial to applicant.
Able to provide accurate copy and use the email management system and other communication tools to complete the tasks to a high standard and on time. Key messages are received by internal and external stakeholders.
Workshop logistics and attendance are managed to a high standard and comply with Creative New Zealand’s processes.
Financial information is accurately recorded and tracked within the required timeframes to ensure that projects are delivered within budget or variances are identified early.
Research projects and tasks are completed to a high standard by the required timeframes
Travel and accommodation bookings are timely, accurate, represent good value for money and are consistent with Creative New Zealand’s policies.
Technical proficiency in webinar software demonstrated, including technical support.
All administration tasks completed accurately and on time and effective use of social media and communication channels is demonstrated.
All administration tasks completed accurately and on time and evaluation data is provided to relevant teams within Creative New Zealand.

Team Contribution

/ Contribute to the development of a strong team spirit within TAPIC.
Participate positively and actively in team activities, meetings, planning activities and general team development.
Work in close consultation with the Executive Assistant/Team Coordinator TAPIC.
Contribute to cross team projects as required.
Encourage and demonstrate the active sharing of knowledge both within the TAPIC team, and across Creative New Zealand.
Continually identify improvements to team services, processes and operations. / Demonstrate a positive and proactive approach to team development.
Act as a positive role model for other staff. Be willing to assist and support their development.
Actively support and encourage cooperative ways of working and knowledge sharing within the team and across Creative New Zealand.
Be open to feedback from colleagues.
Demonstrate an approach of continuous improvement
Relationship
Management / Maintain key relationships with:
  • TAPIC team members
  • Capability Building Programme participants
  • Investment clients and arts organisations
  • Professional arts bodies and consultants
  • Service providers
/ Internal and external relationships are developed and maintained to support and promote the success of the Capability Building Programme and the International projects.

Key Relationships

  • Senior Adviser Audience Development and Capability Building
  • TAPIC
  • Arts Funding Team
  • Finance Team
  • Communications Team
  • New Zealand (and international) arts organisations, venues and galleries
  • Relevant professional arts bodies and consultants

Required Experience, Skills and Competencies

Experience

  • Proven administration experience is essential, preferably 2-3 years minimum.
  • Experience and knowledge of the New Zealand arts sector is desirable

Skills

  • Microsoft Office and Excel skills
  • Excellent time management and organisational skills
  • Attention to detail
  • Customer-focused service
  • Expertise in project planning, monitoring, reporting and evaluation
  • Expertise in social media and writing communications copy/posts
  • Excellent oral and written communication skills
  • Ability to track budgets and process invoices
  • Online communications tools (e.g. Mailchimp, Survey Monkey, PollDaddy)
  • Understanding of Government processes – particularly with regard to accountabilities associated with public funding
  • Understanding of the principles and implications of the Treaty of Waitangi
  • Understanding of audience development and arts marketing theory and practice would be an advantage

Key Competencies

  • Adaptable
  • Initiative
  • Results Focused
  • Client Focused
  • Attention to Detail
  • Planning/Prioritising
  • Manaakitanga – welcoming and responsive to all.