Program and Volunteer Coordinator

Title: Program + Volunteer Coordinator

Reporting to: Program Manager

Location: Open House Melbourne, Collingwood Yards, 35 Johnston St, Collingwood, VIC 3066 Hours: Fixed part-time Contract (.6 fte)

Open House Melbourne

Open House Melbourne’s vision is to inspire and empower all Victorians to respect and care for place and to champion the power of good design in shaping the future of our built environment.

Through collaborative, creative and impactful programs, Open House Melbourne leads critical public debate on the value of place and design, empowering all Victorians to understand the important role they can play in shaping our built and natural environments. Essential to our mission is recognising First Peoples’ knowledges and sovereignty, campaigning for sustainability towards a net-zero future and advocating for good design that is inclusive and accessible to all.

Role Profile

We are looking for a detail-oriented and highly organised Program + Volunteer Coordinator to support the Open House Melbourne team throughout the year with a particular focus on the Weekend festival.

The ideal candidate will have excellent interpersonal and event management skills, a strong understanding CMS systems, ticketing and rostering software, and experience working with volunteer groups.

Key Responsibilities & Duties

Event Operations

• Coordinate safe-event management of all off-site venues including partner venues, public and private spaces, program locations, information hubs (Weekend specific) – including required permits and OH&S planning;
• Develop, produce and collect the program content and event details required for programs including coordination of Expression of Interest submissions, content collection and coordination of all details required for physical and digital programming including for print, website, and social media;
• Support how each building/location runs in terms of required volunteers, signage, logistics, tours, opening times, amenities etc. and ensure buildings provide a quality visitor experience;
• Coordinate event ticketing for Open House Melbourne events and associated Weekend collaborator events, monitor ticket sales and registrations and event lists, membership and guest-list coordination, and disseminating key event information to ticket holders;
• Work with the Risk Consultant, in the planning, coordination and implementation of operational procedures, including OH&S protocols, emergency management plans, and public safety protocols;
• Coordinate event signage and distribution;

Volunteer coordination

• Recruit and onboard volunteers;
• Update new and existing volunteers about opportunities appropriate to their experience and skill levels;
• Collect volunteer information, availability and skills and maintaining an up-to-date volunteer database;
• Build out the Open House Melbourne Weekend volunteer roster via Deputy and manage the shifts in partnership with the Precinct Managers and Assistant Precinct Managers;
• Work with the Volunteer Council to ensure the appropriate recruitment, training and allocation of volunteers across different roles for Open House Melbourne Weekend;

General

• Assist in day-to-day operational duties including answering the phone, greeting guests, preparing for meetings, and other general office duties as required;
• Assist in administering and keep up-to-date all program stakeholder iinformation and meeting notes held in the Open House Melbourne database;

Skills & Qualifications

• Qualification in a relevant field or equivalent experience
• Strong administrative experience, with great attention to detail
• Strong relationship management and influencing skills
• Solid Microsoft Office computer skills
• A strong understanding CMS systems (Airtable), ticketing (Humanitix) and rostering software (Deputy) preferred.
• A commitment to continuous learning