Administration and Project Coordinator

AIM OF THE POSITION

The Administration and Project Coordinator will provide support to the Executive Officer, maintain online programs and initiatives, coordinate and report on various projects and eventsand ensure efficient management of the Interchange Incorporated office.

Job Objective

Work with the Executive Officer to assist with implementation of the Strategic Plan and toensure efficient management of the office:

  • Assist with development, coordination and reporting of projects and events
  • Maintain and report on operating systems, intranet, web site, online training and marketing initiatives
  • Assist with preparation of documents, reports, submissions and presentations for the Executive Officer and the Board
  • Act as first point of contact and provide timely and professional response to members, volunteers, families, and other stakeholders

Duties and Responsibilities

General Administration

  • Prepare and compile documents including reports, submissions, presentations and minutes
  • Maintain technology infrastructure and report on online systems including Training, Intranet andWeb site and provide support to members as required
  • Review and update new or modified policies and procedures
  • Keep up to date records on statistics from all member agencies and stakeholders
  • Identify potential grants and philanthropic opportunities and prepare submissions in liaison with Executive Officer and Members as required

Project Management

  • Assist with conceptualisation, development and implementation of initiatives and projects
  • Liaise with members and other stakeholders to ensure project guidelines and reporting requirements are met
  • Develop on-line resources for members including policy documents, induction and information papers and other relevant resources as required
  • Maintain awareness of sector reform, challenges and opportunities to ensure relevance of information to our Members
  • Provide administrative support as directed

Forum / Event Coordination

  • Coordination of all Forums, Meetings and Events
  • Consult with members on topics of interest, organise speakers and facilitators as required
  • Organise venue and catering requirements
  • Conduct evaluation and prepare feedback reports

Other Requirements:

  • Other duties as required and directed by the Executive Officer.

Key Selection Criteria

  • Demonstrated experience and achievement in development of resources and project management
  • Highly developed interpersonal and communication skills including demonstrated ability in writing, researching and development
  • Advanced computer skillsincluding WordPress CMS, Adobe and Microsoft Office Suite. Experience with Yammer, Survey Monkey and Google Analytics would be an advantage.
  • Demonstrated experience with stakeholder liaison and coordination to ensure successful delivery of projects
  • Excellent organisational and time management skills to set and manage work-plans to achieve outcomes
  • Attention to detail and presentation and the ability to complete tasks thoroughly with a high degree of accuracy and within timelines
  • Demonstrated ability to set priorities and to plan and organise own workand manage competing deadlines
  • Positive and solution focused mindset, and a flexible can-do attitude
  • Multi-skilled team player able to work autonomously
  • Mandatory:
  • Working with Children Check

Organisational Relationships

Reports to:Executive Officer of Interchange Incorporated

Internal Liaison:Interchange team members, Board of Management

External Liaison:Interchange Members, Volunteers, Philanthropic Organisations, Suppliers

Partners, Sponsors, Supporters, Media, and the General Public.