ABOUT GIVEOUT & AURORA

GiveOUT and Aurora Group are two Australian LGBTQIA+-led community funders who hold a shared vision of creating an empowered, resilient and well-resourced LGBTQIA+ community sector. We achieve this through sector capacity building to increase financial resiliency, research and advocacy around LGBTQIA+ giving, and the raising and distribution of funds to LGBTQIA+ community organisations through GiveOUT Day, Amplify Pride Fund and Ignite Pride. Some of our shared achievements include:

• Co-authoring the ‘Where are the Rainbow Resources?’ research report in 2021, that is now the leading evidence base for Australian LGBTQIA+ philanthropy

• Co-creating Amplify Pride Fund in 2022, which won the ‘Community Philanthropy’ award at the Philanthropy Australia 2024 showcase

• Co-hosting, in partnership with the Global Philanthropy Project, Australia’s first ever LGBTQIA+ philanthropy conference in 2023

This role will have a large focus on providing administrative support for GiveOUT Day on 17 October 2024, Australia’s national day of giving to LGBTQIA+ community groups and projects. GiveOUT Day 2023 raised a record $405,475 for 91 LGBTQIA+ organisations. To learn more about head to https://giveoutday.org.au/

ABOUT THE ROLE

The Administrative Coordinator provides a comprehensive range of effective and efficient support for projects, grant programs, community sector engagement, governance, systems and finance. You will be an integral part of a small, passionate, and collaborative team who are committed to growing the amount of funding and support for Australian LGBTQIA+ communities. The role will also involve liaising with LGBTQIA+ not-for-profit organisations and projects around Australia as part of GiveOUT Day.

KEY DETAILS:

JOB TYPE: Flexible part-time 25 - 30 hours p/w until 13th December. There may be an opportunity to extend, which will be confirmed in November 2024.

LOCATION: Remote. Must be based within Australia. May be required to travel to Sydney or Melbourne for meetings.

START DATE: July 2024 (ASAP)

SALARY: $65,000 - $70,000 per annum (FTE pro rata) + 11% superannuation

EMPLOYER: GiveOUT (although you will also complete tasks for our community peer Aurora Group)

KEY RESPONSIBILITIES:

The Administrative Coordinator key responsibilities include:

1. Supporting LGBTQIA+ community organisations to timely sign up and participate successfully in GiveOUT Day

• Provide friendly and inclusive support for LGBTQIA+ organisations participating in GiveOUT Day including recruiting participants, supporting timely sign-up process, reviewing eligibility and monitoring and responding to general enquiries
• Manage process and entries for GiveOUT Day challenges and competitions
• Other tasks as delegated by the GiveOUT Day Program Coordinator from time to time

2. Supporting end-to-end grants administration for Amplify Pride Fund and Ignite Pride Fund

• Support the end-to-end grants administration process for Amplify Pride Fund and Ignite Pride in line with objectives and project plans, including developing application forms and assessment templates, corresponding with applicants and reviewing eligibility
• Conduct research on available grants and maintain comprehensive and up-to-date national grants database, that is easily accessible by the LGBTQIA+ community sector
• Support the development of clear and compelling grant applications for GiveOUT and Aurora

3. Providing marketing, communications and event administrative support to the Marketing and Communications Manager

• Provide support to the Marketing and Communications Manager in the execution of marketing and communications strategy, such as inserting content into social media and eDM scheduling platforms (e.g. Mailchimp, Hootsuite/Loomly)
• Provide coordination and administrative support for key events and fundraising initiatives (e.g. Aurora Ball 2025) such as supplier research and liaison (in line with procurement policy)

4. Maintaining systems and databases, and governance and bookkeeping processes

• Monitor, escalate and/or respond to general enquiries received through generic email addresses
• Maintain up-to-date file management system (Google Drive), password management systems, CRM systems, project management systems (Asana) and other administration systems and databases as needed
• Implement basic bookkeeping duties including processing invoices and expense claims and reconciliations (training will be provided)
• Facilitate exchange of information to staff and Board
• Support the CEO to prepare papers for Board and subcommittee meetings
• Assist with management of corporate / governance calendar with key dates and deadlines
• Other administrative tasks as delegated from time to time

ABOUT YOU

The Administration Coordinator’s essential skills and competences include:

• Demonstrated ability to provide administrative and project support
• Skilled and enthusiastic about working in a small team to deliver projects/campaigns on time
• Ability to work independently, use initiative, organise work and manage time effectively
• Understanding of the LGBTQIA+ community and ability to work sensitively and inclusively with a range of LGBTQIA+ community members
• Experience of basic administration and communication tools and systems including but not limited to Google Suite, Mailchimp, Raisley and Hootsuite/Loomly
• Strong writing, editing and formatting skills with proven ability to proofread
• Self-motivated and able to take responsibility for agreed tasks

The Administration Coordinator’s desired experience and competencies include:

• Experience in fundraising administration and an understanding of NFP fundraising and campaign strategies

We encourage you to apply even if you do not meet all the criteria.

GiveOUT and Aurora support inclusiveness and diversity. We are dedicated to attracting and retaining people from diverse backgrounds, including but not limited to, those identifying as LGBTQIA+, Aboriginals and Torres Strait Islanders, people from culturally and linguistically diverse (CALD) backgrounds, and people with lived experience of disability. We are proud to be an inclusive and equal opportunity workplace. We actively support flexible work arrangements.