• Position type: 16 month contract position at 1.0 FTE with superannuation, option of phone
• PC allowance, and leave entitlements.
• Responsible to: CEO Outdoors Victoria

About us:

Outdoors Victoria (OV) is the peak organisation representing the outdoors sectors in Victoria. We advocate for people and organisations dedicated to sustainable, respectful outdoor experiences in the recreation, education, tourism, and therapy sectors. We play a key role in driving sector development, industry advocacy, research and stakeholder collaboration. Our goal is to build a stronger and more resilient sector by enhancing our own capacity for advocacy and resource sharing with the outdoor sectors in Victoria.

Overview of your responsibilities:

This dynamic role will have defined Administration tasks, responsibility to operationalise several of OV’s affiliate/stakeholder services, and also support the annual OV Conference and other projects as needed.

You will work closely with the CEO to prioritise workload and then support and liaise with other OV team members on administration and operational matters.

Main activities / key accountabilities:

The activities will support the CEO in an administration function, as well as operationalising OV’s Professional Development sessions, co-ordinate the Affiliate Supporter (membership) program, assist with OV’s Annual Conference, at times supporting several of OV’s other projects, and generally supporting the administration of OV.

CEO and operations support

• Co-Manage CEO’s diary
• Support the overall staff team by organising and holding the secretary function for internal and external forums and meetings, such as the OV Outdoor Sector Forums online, plus staff team and board meetings.
• Liaise with the CEO and OV’s accountant to reconcile and action OV bill payments.
• Maintain yearly subscriptions, including domain, server, Gdrive, Monday, Zapier, etc.
• Alert the CEO when OV policy updates are required and support in updating them and record keeping, e.g. shared drive, WWC checks.
• Oversee the info@ inbox. Gather a response from the OV team or distribute to the appropriate team member.
• Assisting with CRM databases (Monday Board) and financial and ticketing databases (Stripe, Xero, Humanitix).
• As directed by the CEO, assist with OV’s other projects.

OV Conference Support

• Create and monitor conference-related invoices and track payments (exhibitor, attendees, and other stakeholders)
• Manage exhibitor registrations on the Monday board
• Other support as required for the smooth operation of the annual OV Conference

Affiliate Supporters

• Manage the membership email and database (Monday) and guiding the Affiliate supporters through the onboarding process including welcome pack and billing.
• Liaise with all the different Affiliate supporter types, including communications related to billing, events, and Professional Development sessions.

Professional Development programs for School Teachers & Program Providers:

• Engage with OV stakeholders and OV team and Board members to determine content priorities and Presenters for the remainder of 2024/25 and future years.
• Engage and support Presenters with briefing and onboarding.
• Coordinate the in-person and online sessions of Professional Development administration, logistics and delivery.
• Evaluate and report on Professional Development outcomes for continuous improvement.

Key Selection Criteria

• Demonstrated experience in administration and/or operations roles in the outdoors, education or not for profit sectors.
• Strong written communication skills with excellent grammar, spelling and punctuation.
• Ability to work both independently and collaboratively as a team member, including working effectively across senior stakeholder personnel, OV Board and staff team.
• Demonstrated experience in co-ordinating and executing part of an organisation’s operations and/or events.
• Exceptional organisational and time management skills and ability to prioritise competing deadlines effectively, to ensure all tasks are completed as required.
• An analytical and data-driven approach to administration, operations and events.
• Have sound knowledge on the use of different apps and software. Some of the ones that OV works with are Google Suite, Xero, Humanitix, Mailchimp and Monday.Knowledge of Monday and other project management, membership and App-connector software.

Required

• A TAFE or University qualification in administration and/or operations, or equivalent on- the-job experience.
• Proven previous experience in administration and operations, delivering in a fast-paced environment.
• Demonstrated expertise in using various essential software and applications critical to the role, ensuring efficient and effective performance

Preferred

• 4+ years experience in administration and/or operations.
• Experience in an education or outdoors sector setting.
• A passion for the Outdoors is important.

Period and Location

• This is a 16 month contract position, five business days per week.
• The position will be located at the OV Office in Westerfolds Park, Templestowe 4 days per week minimum. You will have the opportunity to work from several locations on the other work day. By agreement, you will have the option to work from our Templestowe office all five days, as well as the option to work the fifth day from home, or to work from VicHealth’s city shared-space office.

For enquiries or to book a brief chat contact CEO Andrew Knight on [email protected] using the subject line: Operations Officer enquiry via EthicalJobs.