Communications And Administration Coordinator

Job Purpose:

ANSM is a members-based organization that provides important services to museums in Nova Scotia including training, assessment, collections database services, advocacy, and conference.

The Communications and Administration Coordinator has prime responsibility in two key areas of ANSM activity: coordinating the ANSM membership services (annual renewal and program registration), and managing communications activities (website, newsletter, and social media).Additionally the Communications and Administration Coordinator provides assistance as required on other ANSM initiatives including Advisory Service, TRACK, Museum Accreditation, ANSM training and resources (including conference), and office administration.

The Communications and Administration Coordinator is a 4 day/week position that works under the supervision of the Executive Director.They support the Museum Services Coordinator, Program Manager, Executive Director and ANSM board. They also participate in weekly staff meetings.

Primary Duties and Responsibilities:

Member Services and Office Administration

The Communications and Administration Coordinator will:

• Assist Executive Director with financial reporting relating to membership renewals and registration for ANSM programs/events (courses, conference, etc.)
• Ensure that the membership database is always up-to-date and prepare/process member mail outs and renewals.
• Coordinate membership drives with Executive Director to recruit new ANSM members.
• Provide regular reports to ANSM Executive Director.
• Assist with ANSM Board reports and committees (awards committee, nomination committee, hiring committee, etc.)
• Build and strengthen relationships with member museums
• Respond to ANSM member requests and coordinate requests for items in ANSM’s Lending Library (including Photography Kit).
• Coordinate ANSM membership renewal (membership and Advisory Service), including liaising with current, lapsed, and potential members.
• Coordinate with ANSM staff to increase enrolment in ANSM training.
• Coordinate registration for TRACK, ANSM Conference, and all other ANSM training offerings.
• Assist with mail outs, office management, and general inquiries.

Communications

The Communications and Administration Coordinator will:

• Coordinate ANSM staff external communication needs.
• Assist with advocacy communication needs, under direction of Executive Director.
• Manage ANSM website, ensuring information is released in a current and accurate manner.
• Manage ANSM social media accounts and contribute occasional guest blog posts.
• Research, edit and circulate ANSM’s Beacon e-newsletter, and maintain the newsletter subscription list.

·Respond to member queries in a timely manner, liaising with ANSM staff and subject matter experts as required.

• Provide regular reports to ANSM Executive Director.
• Create, as needed, communications to be shared on regional ListServs

TRACK Program

The Communications and Administration Coordinator will:

·With Program Manager, develop and deliver communications, promotions, registration, and follow-up for the TRACK program (Training, Resources, Assessment, Knowledge Sharing) using a variety of communication platforms (including updating website and newsletters)

·Provide administrative support for logistics relating to regional meetings, training and working content experts and program peers for the delivery of TRACK offerings.

• Provide regular reports to ANSM Executive Director.
• Support Program Manager as needed, including assisting with writing year-end reports.

Other office administration

The Communications and Administration Coordinator will:

• Provide administrative support (meeting logistics, communications, files, etc.) for Accreditation Program, Museum Studies Program, other ANSM Training, ANSM Conference, NovaMuse Co-op, and Unlocking Community Museum Collections initiatives.
• Assist with end of year reports.
• Other activities as required.

Qualifications

Knowledge, skills and abilities - Required

·Experience in office administration and communications. Education and work experience will be considered in combination.

·Excellent oral and written communication skills. English is required. Working knowledge of French is considered an asset.

·Proficiency in the use of computer programs in a professional environment: Microsoft Office Suite, Google Suite, WordPress, Canva.

Knowledge, skills and abilities – Assets

·Experience working in a museum and conducting collections-related research.Familiarity with museums in Nova Scotia.

·Professional experience with membership databases, website management, social media platforms, image and video editing software.

·Experience incorporating EDIA (Equity, Diversity, Inclusion, and Accessibility) into professional work.

Personal characteristics

The Communications and Administration Coordinator will demonstrate competence in the following areas:

·Teamwork: Work cooperatively and effectively with others to set goals, resolve problems and make decisions to enhance organizational effectiveness; ability to keep focus on organization needs and goals.

·Communication: Provides clear communication to members and ANSM staff. Is able to gather information and needs. Shows leadership in being able to provide clear answers and yet also able to communicate when information is not yet available.

·Self-starter: Able to work independently and unsupervised. Provides solutions that are reflective of organization’s operations.

·Relationships: Maintain positive working relationships with others, both internally and externally.

·Needs Assessment: Anticipate, understand and respond to the needs of members and other clients in order to meet or exceed their expectations. Looks at needs for trends and strategic opportunities and shares this with ANSM staff.

·Organization: Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule, set goals, create/implement action plans and monitor progress towards goals; and ability to make clear, timely decisions.

Working Conditions

Hours and Location of Work

·Work location is at the ANSM offices at 1113 Marginal Road, Halifax, NS.Office space includes shared and open office workspaces.

·The standard working week is 4 days/week for a total of 28 hours, Monday – Friday 9.00 am – 5.00 pm with a one hour lunch break. (Off day to be established with successful candidate.)

·Travel will be required, especially in summer months. Travel requirements will necessitate some flexibility in work hours. Occasional adjustment to working hours may be made through prior arrangement with supervisor.

·Remote and hybrid (office and remote) work arrangements will be available based on public health protocols and operational requirements.

Compensation

·$23.50/hour for 28 hours/week (with applicable deductions)

·Benefit package is available as per ANSM’s Human Resource Policy. Vacation leave will start at 1 day/month with an additional vacation allowance (up to two weeks) during the annual holiday closure of the Cultural Federations of NS offices.

·Professional development plan will be developed after probationary period.