Role Description Exhibition Project Coordinator

Transcription

1 Role Description Exhibition Project Coordinator Cluster Trade & Investment Agency Australian Museum Division/Branch/Unit Public Engagement and Culture, Program Delivery Location Australian Museum Classification/Grade/Band Clerk Grade 7/8 Kind of Employment Ongoing Role Number ANZSCO Code PCAT Code Date of Approval Agency Website Agency overview The Australian Museum is a State Government agency which operates within the NSW Department of Trade & Investment. The Museum provides access, engagement and scientific research to increase our understanding of natural history and culture, particularly of the Australasian region. The Australian Museum conducts a wide range of programs, services and research to engage and promote biodiversity conservation and cultural awareness. The Museum holds 18.5 million objects of biological, geological and cultural collections and develops programs, exhibitions and activities onsite, online and offsite. The Australian Museum s purpose is to be a place of exploration and discovery, inspiring responsibility for our world by promoting knowledge, understanding and enjoyment of science, nature and culture. The Museum was founded in 1827 as the first museum in Australia. Primary purpose of the role The primary purpose of this position is to plan, manage and lead the conceptual development and physical delivery of; assigned on site-displays, major long term or temporary and/or travelling exhibition projects, according to supplied project brief(s). The role entails working and leading other specialists and providers through all stages of project research to the conceptual and thematic exhibition development and physical delivery. The role requires developing a good understanding of the core cultural and/or scientific themes of the exhibition topic and making informed project assessments and providing sound recommendations to more senior managers and Directors at project meetings, reviews and other key project milestones. Key accountabilities Management and delivery of assigned exhibitions from concept to physical delivery according to the project brief targets (including agreed timelines and approved project budgets). 1

2 Planning, scheduling, coordination of internal and external service providers engaged in all phases of an exhibition s conceptual development, physical delivery and post opening rectification. Ensuring that project procurement is conducted and documented in keeping with NSW Government policy and guidelines and established Australian Museum procedures. Effective communication and financial management and project record keeping, ranging from efficient meeting management and record keeping to the preparation financial reports, technical and other documents such as jobs specifications, formal licenses and written agreements with external providers, Leading innovative and creative exhibition project development to reach larger and new audiences. Maintaining current and appropriate professional knowledge and seeking external or other advice as may necessary for the exhibition projects assigned to this role. Key challenges Leading and managing exhibition project assignments, including the timely and cost effective project contributions from, internal staff and external contract service providers, who do not directly report to this role. Ensure project compliance with applicable internal museum operating procedures and policy and State or Federal Government legislation as applied to domestic and international exhibition development, loan or exchange, including Government agencies that have oversight of biosecurity, taxation, carnets, duties and international border security. Develop sufficient project related knowledge of an exhibition s cultural or scientific subject and themes to be able to manage and guide the exhibition project s development and delivery, including its interpretive strategies, suitable for the demographic and/or psychographic profile of the target audience(s). Key relationships Who Internal Why Manager Program Delivery Reports to the Manager Program Delivery for the delivery of assigned exhibitions program, project and other targets Exhibition Project Coordinator Works with peers, other managers, staff and contract providers in the conceptual development, preparation and delivery of exhibitions for the Australian Museum External External contractors, other museum peers and commercial suppliers Manages and negotiates with external contract service providers and coordinates Australian Museum contributors in the provision of goods and specialist services for exhibition contracts Negotiates with domestic and international exhibition providers on loans and detailed logistics associated with the placement of exhibition projects at the Australian Museum Role dimensions Decision making Exhibition Project Coordinator is the key role within the Program Delivery Unit; requiring day-to-day autonomous decision making in planning, managing and negotiating with others specialists and providers to deliver major exhibition projects according to agreed targets. There role requires day-to-day autonomy for work Role Description Exhibition Project Coordinator 2

3 planning across a wide range of tasks and responsibilities, principally related to the time-critical delivery and support of multiple and sometimes conflicting milestones, for one or more assigned exhibition projects. The role also requires the assessment and preparation of recommendations to Unit, Branch and Division level management including recommendations on commissioning works and commitment to formal written agreements with other organizations, or goods and services providers. Reporting line Manager, Program Delivery Unit Direct reports Project specific, includes casual and temporary employees on an as-project-needs basis; nil ongoing direct reports assigned to position. Essential requirements Adequate knowledge and experience in order to deliver the Key Accountabilities and perform to the Focus Capabilities outlined in this Role Description Degree in Arts or Science, or demonstrated equivalent industry experience, Class C Drivers License, a (construction) White Card, and; Quarantine Approved Premises (Class 2-9) Accreditation, or a clear undertaking to obtain same upon appointment to role. Capabilities for the role The NSW Public Sector Capability Framework applies to all NSW public sector employees. The Capability Framework is available at This role also utilises an occupation specific capability set which contains information from the Skills Framework for Information Age (SFIA). The capability set is available at Capability summary Below is the full list of capabilities and the level required for this role. The capabilities in bold are the focus capabilities for this role. Refer to the next section for further information about the focus capabilities. Role Description Exhibition Project Coordinator 3

4 NSW Public Sector Capability Framework Capability Group Capability Name Level Display Resilience and Courage Act with Integrity Manage Self Value Diversity Communicate Effectively Commit to Customer Service Work Collaboratively Influence and Negotiate Deliver Results Plan and Prioritise Think and Solve Problems Demonstrate Accountability Finance Technology Procurement and Contract Management Project Management Focus capabilities The focus capabilities for the role are the capabilities in which occupants must demonstrate immediate competence. The behavioural indicators provide examples of the types of behaviours that would be expected at that level and should be reviewed in conjunction with the role s key accountabilities. NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators Personal Attributes Display Resilience and Courage Personal Attributes Act with Integrity Be flexible, show initiative and respond quickly when situations change Give frank and honest feedback/advice Listen when ideas are challenged, seek to understand the nature of the criticism and respond constructively Raise and work through challenging issues and seek alternatives Keep control of own emotions and stay calm under pressure and in challenging situations Represent the organisation in an honest, ethical and professional way and encourage others to do so Demonstrate professionalism to support a culture of integrity within the team/unit Set an example for others to follow and identify and explain ethical issues Role Description Exhibition Project Coordinator 4

5 NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators Relationships Commit to Customer Service Results Deliver Results Results Demonstrate Accountability Business Enablers Project Management Ensure that others understand the legislation and policy framework within which they operate Act to prevent and report misconduct, illegal and inappropriate behaviour Understand the importance of customer service Help customers understand the services that are available Take responsibility for delivering services which meet customer requirements Keep customers informed of progress and seek feedback to ensure their needs are met Show respect, courtesy and fairness when interacting with customers Take responsibility for delivering on intended outcomes Make sure team/unit staff understand expected goals and acknowledge success Identify resource needs and ensure goals are achieved within budget and deadlines Identify changed priorities and ensure allocation of resources meets new business needs Ensure financial implications of changed priorities are explicit and budgeted for Use own expertise and seek others expertise to achieve work outcomes Assess work outcomes and identify and share learnings to inform future actions Ensure that actions of self and others are focused on achieving organisational outcomes Exercise delegations responsibly Understand and apply high standards of financial probity with public monies and other resources Identify and implement safe work practices, taking a systematic risk management approach to ensure health and safety of self and others Conduct and report on quality control audits Identify risks to successful achievement of goals, and take appropriate steps to mitigate those risks Prepare scope and business cases for more ambiguous or complex projects including cost and resource impacts Access key subject-matter experts knowledge to inform project plans and directions Implement effective stakeholder engagement and communications strategy for all stages of projects Monitor the completion of projects and implement effective and rigorous project evaluation methodologies to inform future planning Develop effective strategies to remedy variances from project plans, and minimise impacts Role Description Exhibition Project Coordinator 5

6 NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators Manage transitions between project stages and ensure that changes are consistent with organisational goals Role Description Exhibition Project Coordinator 6