Tracks Dance Administrator - Position Description 2017

About the Role

Tracks Dance is seeking an organised and arts loving part-time (4 days per week or equivalent) Administrator with great people skills and the ability to work collaboratively across many functions. The Administrator reports to the General Manager and Tracks Co-Artistic Directors, Tim Newth and David McMicken. The Administrator provides critical administrative and marketing assistance to the company.

About Tracks

Tracks is a multi-awarded centre of excellence in community dance built on an extended history of trusted community collaboration. Tracks prides itself on valuing diversity and investing in the development and employment of the local arts industry through a broad range of opportunities including choreographic development programs, studio residencies and showings, training, mentoring, volunteerism, community performances and signature dance productions. Tracks is committed to providing a work environment that values individuals’ contribution and fosters skills development within the company.

Tracks’ office and studio are located at the Frog Hollow Centre for the Arts, in the centre of Darwin.


Working within an artistic, production and management team that includes three full-time and two other part-time staff, the role includes the following duties:

Manage banking, floats and petty cash
Prepare invoices
Enter MYOB data and reconcile accounts.

Plan, coordinate and execute Social media activity.
Direct and report on Social media activity as part of weekly staff meetings.
Establish in consultation with General Manager and execute marketing schedules.
Coordinate print ads for all projects.
Coordinate E-Newsletters.
Coordinate collection of market research and feedback from clients and audience members.
Manage merchandising (DVD T Shirt etc).
Keep record of all media activity and report as part of Board meeting reporting process.
Co-ordinate mail outs in print and digital (mailchimp), including invites as required.

Undertake all reception duties
Collect and distribute mail
Maintain office equipment, supplies, and systems
Distribute company information to public and members
File all records
Upkeep general office organisation including shopping and kitchen duties
Proof reading
Arrange travel and accommodation for core and contractual staff
Call and record weekly Tuesday staff meetings

Maintain Company database
Upkeep of mailing lists
Oversee Policy and Procedures manual in consultation with General and Production Managers
Collate and update material for Tracks website in consultation with Tracks Artistic Director Tim Newth.
Maintain staff records (working with children, drivers licence etc)
Maintain assets register
Maintain company scrapbook ensuring all copies of advertisements, media releases, programs and other related materials are kept
Collate project evaluations

Manage studio bookings
Liaise with Anchor Tenants’ representative, other arts organisations and related community groups as required.
Undertake duties from time to time as assigned by the General Manager.

Source, engage and brief/train volunteer Front-of-House staff
Collect ticketing information, box office reconciliations and statistics
Manage floats

Selection Criteria


Excellent people skills
Ability to work independently and co-operatively
High level organisational skills
High level social media skills
Sound computer skills including word processing, e-bulletin management and database systems, preferably in a Mac environment.
Knowledge of MYOB accounting
Strong verbal and written communication skills

Desirable skills/experience:

Experience in the small not-for-profit community and/or art sector
Experience in working with indigenous and multicultural communities


Hours are  four days a week (36 hours a week pro-rata-28.8 hours) or equivalent. Occasional evening and weekend work is required during performance seasons.

Pending on experience, rate of pay is $52,416- 56160 pro rata plus 10% superannuation and four weeks paid holiday leave. Time off in lieu will be applicable for work out of standard hours.

How to apply

Please include in your application a CV with contact details of two current referees and a letter (no more than 2 pages) responding to the selection criteria with an indication of when you might be able to start in the position.

Send your application to:
Agnès Michelet General Manager
GPO Box 823 Darwin NT 0800
email to:

Closing date and time: Monday 27 March at 9am

Please note interviews are planned Thursday 30 March.


Tracks Dance Company is assisted by the Commonwealth Government through the Australia Council, its arts funding and advisory body, and is proudly sponsored by the Northern Territory Government.