Music Program Operations Lead

Department of Education Victoria; Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

Department of Education Victoria, at VCASS in Southbank (Melbourne), seeks a proactive Music Administrator to support the Music Department’s day-to-day operations, staff timetabling, and event coordination. The role reports to the Business Manager and may include front office duties after school.

You will manage records, assist with purchasing, and coordinate ensembles, performances and auditions, ensuring smooth administrative processes across the music program.

Qualifications

• SC1: Demonstrated administrative experience in a school or similar environment.
• SC2: Ability to maintain accurate records and manage data within computerised systems.
• SC3: Experience coordinating staff schedules, timetables or program logistics.
• SC4: Demonstrated ability to prepare and reconcile timesheets or similar documentation.
• SC5: Demonstrated ability to prepare written communications and maintain documentation.
• SC6: Highly developed organisational skills with strong attention to detail.
• SC7: Effective communication skills and the ability to work collaboratively with teaching staff, contractors and external providers.
• SC8: Capacity to manage competing priorities within a dynamic Music program environment.

Responsibilities

• Provide administrative support within the Music Department and assist with afternoon duty at the front office.
• Maintain filing systems (digital and hard copy) to ensure accessible, accurate documentation.
• Prepare routine correspondence, schedules and reports; respond to inquiries regarding music program logistics.
• Coordinate onboarding and documentation for new instrumental staff; maintain timetables for teachers and specialists.
• Support purchasing processes and track orders for music resources and equipment.
• Assist with concerts, rehearsals, masterclasses and events; coordinate scheduling with staff and visiting artists.
• Maintain music program documentation and websites; assist with onboarding of instrumental staff.

Skills

Administrative experience

Record keeping

Timetabling

Timesheets

Written communications

Organisational skills

Communication

Staff coordination

Job description

Department of Education Victoria, at VCASS in Southbank (Melbourne), seeks a proactive Music Administrator to support the Music Department’s day-to-day operations, staff timetabling, and event coordination. The role reports to the Business Manager and may include front office duties after school.

You will manage records, assist with purchasing, and coordinate ensembles, performances and auditions, ensuring smooth administrative processes across the music program.