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    Australian Queer Archives's logo

    Office Coordinator

    Australian Queer Archives

    ALGA is a community not-for-profit experiencing a period of growth. We are seeking an office coordinator to join our organisation and assist in developing some operating procedures and administration.

    About the role

    Reporting to the ALGA President and working in cooperation with Committee Members, you will be responsible for the organisation of administration systems, and the logistics that support our operations.

    The key procedures ALGA uses to manage its operations are:

    • Collection management
    • Acquisitions
    • Financial
    • Memberships
    • Donations

    To be successful in this role, an understanding and cultural sensitivity concerning Lesbian Gay Bisexual Transgender Intersex and Queer Australians, a passion to make a positive impact, a willingness to work within ALGA’s ethos, support our values and advance our vision is essential.

    The position will be located in our St Kilda Road, Melbourne office. This is a contract fixed term part-time position. 2-3 Days a week (22.5 hours), 6 month contract.

    Remuneration: Salary Range $63,000-$65,000 (pro-rata)

    About ALGA

    The Australian Lesbian and Gay Archive Inc (ALGA) is a not-for-profit community organisation, established in 1978. We are a small team of community volunteers promoting diverse LGBTIQ histories and cultures, locally, nationally and internationally. The Archives is the only community group in Australia that actively collects and preserves LGBTIQ material from across the country, and makes it readily accessible.

    • We preserve historical materials and make them accessible to students, historians and anyone else who is interested.
    • We publish books and other materials on LGBTIQ histories.
    • We auspice the Australian Homosexual Histories conference series.
    • We run a Queer History Walk during Melbourne’s annual Midsumma gay and lesbian festival.
    • We award a prize for undergraduate theses deposited with the Archives.
    • We manage an e-group, ozhomohist, for posting news items on issues and events about Australia’s LGBTIQ histories.
    • We give in-kind support to non-profit projects that have similar or parallel aims to ours. 

    Key Accountabilities and Duties:

    Maintenance and improvement of administrative systems for the effective operation of the organisation:

    • Document and review administrative processes, make recommendations for improvement to the Committee and implement approved recommendations.
    • Maintain a file system of agreements for researchers, volunteers, storage facilities, suppliers and for the acquisition and loans of collection items.
    • Maintain and develop a system of policy and procedures documents.
    • Prepare effective management of organisation emails.

    Enabling day-to-day operation of the organisation:

    • Monitor, maintain and order stationery, archival supplies and office equipment.
    • Manage merchandise sales and distribution.
    • Generate paperwork as required for acquisitions/donations and loans of material.
    • Facilitate access to the collection for approved research purposes and volunteer activities.

    Operations & Logistics

    • Work closely with the President, Committee Members and volunteers.

    Reporting and Planning

    • Provide regular reporting to the ALGA President, the ALGA Committee, and others as required.
    • Knowledge and experience in report writing, file management systems and database.

    Relationships

    • Liaising with Thorne Harbour Health regarding day-to-day ALGA- Thorne Harbour Health relationship. (ALGA is based within the offices of Thorne Harbour Health/formerly VAC)
    • Develop and manage relationships with ALGA volunteers (other paid staff, and or contractors to be confirmed) and ongoing communication.

    Selection Criteria

    1. Knowledge and understanding of issues facing LGBTIQ peoples and experience working within LGBTIQ communities.
    2. Experienced Office administration skills with relevant experience and or qualifications, an understanding of NFP organisation, methods and constraints.
    3. Experience with IT systems - particularly Excel and Register Now.
    4. Experience with WordPress desirable
    5. Demonstrate ability to overcome obstacles and make things happen. Impeccable attention to detail.
    6. Excellent communication skills and ability to communicate effectively with colleagues, volunteers, stakeholders.
    7. Verbal and written skills, including emails and meetings (group and one-to-one).
    8. Proven project management and planning skills with demonstrated ability to meet deadlines and performance targets; time management and ability to work under pressure.
    9. Demonstrated ability to work autonomously and as part of a team with a flexible and positive collaborative approach.
    10. The ability to physically handle the movement of archival boxes from shelving to research tables.

    Preferred

    1. An understanding of the archival environment, including trends and shifts.

    How to apply

    This job ad has now expired, and applications are no longer being accepted.
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