Coordinator/Officer Position Descriptions

Hervey Bay Art Society Coordinator/Officer Position Descriptions

To see a full list of the current coordinators/officers go here.

ANNUAL MEMBERS’ EXHIBITION COORDINATOR

This role entails:

  • collating entries and sort into sections
  • compiling & publishing catalogue
  • composing, collating & filing any documentation pertaining to the exhibition
  • assisting with arrival of entries
  • creating & help present award certificates
  • assisting with Presentation & Opening

CATERING COORDINATOR

This role entails:

  • collating viable options for catering for our key events / exhibitions
  • costing the catering for set events and purchasing adequate goods and equipment to cater for anticipated attendees
  • co-ordination of members to carry out preparation, serving and organizing of goods
  • ensuring any documents are filed & reviewing effectiveness of catering for a given event and deducing improvements to be made

EVENTS COORDINATOR

This role entails:

  • claiming dates for upcoming key events and arranging suitable venues for these events
  • setting events are on HBAS Calendar or advertising widely to members
  • liaising with HBAS Executive as to possible options for key events and providing relative documentation
  • establishing reasonable costs and communicate in a timely manner those costs and other associated details of each event
  • seeking assistance from members in the setting up of events and delivery as required
  • ensuring any documents are filed & reviewing effectiveness of a given event and deducing improvements to be made

FACEBOOK ADMINISTRATOR

This role entails:

  • keeping abreast of upcoming competitions, exhibitions and events so as to be available to promote or record happenings
  • taking photographs of artworks, artists and events that promote Gallery 5 and HBAS
  • liaising with other Facebook page administrators to have HBAS more widely seen by the public and return in kind promotion for them
  • retaining and collating high quality photographs to be used on Facebook or in future promotions

This role entails:

  • Keeping members abreast of the upcoming Monthly Exhibition topics and dates via email & in newsletters
  • ensuring award certificates and prizes are organized by and presented on the set dates
  • ensuring award certificates are signed and enveloped
  • making copies of award certificates are displayed beside the recipient’s winning artworks
  • compiling entry registry for each competition and filing for ease of access
  • perusing entries to assess fitness to be installed

This role entails:

  • being available to judge at least 3 times per year
  • avoiding entering artworks into the monthly competition you are judging
  • judging using the set criteria & score range without bias
  • rank-ordering the top four entries to be awarded prizes, include additional if scores are tied
  • selecting two Emerging Artists to be awarded Best Emerging Artist & Highly Commended
  • giving feedback to all Emerging Artist who entered
  • attending the presentation of awards for the competition they judged

GRANTS OFFICER

This role entails:

  • seeking out grant opportunities which benefit Gallery 5 / HBAS
  • networking with other agencies to give a greater chance of success for upcoming applications
  • composing applications to RADF, FCRC, Gambling Funds, Government bodies/departments as directed by HBAS Executive
  • printing any documentation relating to the grant and filing it appropriately
  • tracking application and the implementation of awarded grants

HEALTH & SAFETY OFFICER

This role entails:

  • compiling and updating HBAS risk assessment processes
  • carrying out site inspections & compile reports listing improvements
  • scheduling and enacting fire drills twice per year
  • composing, printing & storing associated H&S documents for easy access
  • reviewing policies & procedures to maintain a high standard of H&S for our members

INSTALLATION TEAM COORDINATOR

This role entails:

  • assembling members to be on the Installation Team
  • communicating the process and timing of installation to team members
  • leading arrangement of entries for each installation and install as needed
  • risk managing the installation of artworks
  • refining & promoting the rules for correct installation at Gallery 5

MAINTENANCE OFFICER

This role entails:

  • regularly checking the building and grounds to note repairs that are required
  • enacting repairs where possible or seeking suitable professionals to give a quote
  • liaising with HBAS Executive to advise repairs to be carried out / completed or quotes given for major repairs

MARKETING TEAM

This role entails:

  • brainstorming ideas to promote Gallery 5 to the public
  • recording minutes of set Marketing Team meetings
  • exploring costs involved with reasonable marketing opportunities and present the most feasible ones to HBAS Executive
  • procuring good-value marketing options & items to promote Gallery 5
  • establishing links with other agencies, businesses and galleries (digital & in person)
  • exploring advertising options – banners, street signs, television / magazines etc.
  • planning & implementing events which market Gallery 5 to Hervey Bay and beyond

MEMBERS’ ROSTER COORDINATOR

This role entails:

  • enlisting member volunteers to do Gallery 5 Duty so as to maximize the opening hours of Gallery 5
  • training new volunteers in the expectations of the role of Gallery Duty
  • compiling and displaying (digital & hardcopy) the Roster for each current month and the month to follow
  • communicating to all members any requests for more volunteers and advise of changes as required
  • ensuring any documents are filed & reviewing effectiveness of a given event and deducing improvements to be made

MYOB ADMINISTRATOR

This role entails:

  • entering the income and expenditure of HBAS into our Managing Your Own Business program.
  • liaising with the Treasurer to ensure accuracy and currency
  • updating records as required

NEWSLETTER EDITOR

This role entails:

  • collating submissions from HBAS President, other officers / coordinators and any others needing to communicate via our monthly newsletter
  • composing the monthly newsletter and sending it to HBAS Secretary
  • publishing the hardcopies of the monthly newsletter plus sending a digital copy to the HBAS Webmaster
  • sending the current newsletter to interested organizations / venues / businesses

PUBLICITY OFFICER

This role entails:

  • gaining publicity for key exhibitions – Annual Competitive Art Exhibition, Annual Members’ Exhibition
  • arranging radio interviews, magazine coverage and /or television reports about the exhibitions, artists or displays
  • liaising with Fraser Coast Tourism & Events to keep Gallery 5 exhibitions in the eye of tourists

PURCHASING OFFICER & FINANCE ASSISTANT

This role entails:

  • purchasing consumables as required and storing items appropriately
  • assisting the Treasurer as needed and doing treasurer role if current Treasurer is away

RAFFLES / FUNDRAISING OFFICER

This role entails:

  • procuring suitable raffle items/prizes and seeking donations where appropriate
  • communicating the upcoming raffles/fundraising activity to our members
  • selling tickets or arranging members to sell tickets
  • Setting timeframes and drawing of each fundraiser / raffle

WORKSHOP COORDINATOR

This role entails:

  • assisting the expansion of our workshop programs to support or supplement our tutored sessions, or to present new skills / styles
  • liaising with HBAS Executive to organize workshops to create diversity while avoiding clashes
  • seeking outside artists of note to present workshops (four per year on average)
  • setting prices for workshops to at least cover costs and minimize the financial burden on our members
  • communicating upcoming workshops to all members in a timely manner (where possible)
  • ensuring any documents are filed & reviewing effectiveness of a given event and deducing improvements to be made

WEBSITE ADMINISTRATOR

This role entails:

  • creating HBAS website with a focus on easy use and information sharing
  • updating our website as required
  • regularly adding new quality photographs of artworks / workshops / events
  • keeping the HBAS website at a high standard and trying to protect it from scammers where possible
  • liaising with the HBAS Executive as to the content to be front and centre on the website

3D EXHIBITS CO-ORDINATOR

This role entails:

  • processing 3D artworks & label each piece with details
  • compiling lists of 3D artworks on display and track sales of items
  • promoting 3D displays within Gallery 5 and encourage artists to display more regularly
  • arranging display areas / display cupboards for best visual impact
  • ensuring any documents are filed & reviewing effectiveness of the 3D display and deducing improvements to be made
  • coordinating the display shelves containing members’ unframed artworks and tracking these works to keep the displays fresh

To see a full list of the current coordinators/officers go here.

Description of Roles is as per ‘Co-ordinator Roles’ document released Nov 26, 2021

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