About ANSM:
ANSM is a registered non-profit Society governed by a Board of Directors elected from the membership. The Board of Directors employs an Executive Director to manage the implementation of strategy and operations of the Society. ANSM’s purpose is to nurture excellence in and champion on behalf of museums in Nova Scotia. The values that underpin what we do and how we work are:
- Service – meet the needs of member museums so that we can together meet the needs of communities.
- Advocacy – act as a champion on behalf of and raise awareness about museums in Nova Scotia.
- Collaboration – engage in activities with local, provincial, national, and international partners that benefit our members and the museum sector as a whole.
- Inclusivity – recognize historical and systemic practices in museums, decolonize these practices, and work with museums and equity-deserving groups to find appropriate solutions.
- Sustainability – operate in environmentally responsible ways and work to ensure that ANSM and member museums have the resources they need to serve their communities.
Job Purpose:
ANSM is a members-based organization that offers a variety of programs and services. The Member Services Coordinator is the members’ connector to these programs – both ensuring that the programs meet members needs and helping members navigate the programs. There are four main areas of prime responsibility: Advisory Service, TRACK, Museum Accreditation, and ANSM training and resources (including conference). Additionally, the Members Services Coordinator provides assistance as required on other ANSM initiatives including communications and office administration.
The Member Services Coordinator works under the supervision of the Executive Director with support from the Museum Program Manager, participates in weekly staff meetings and shares reports with various working groups.
Primary Duties and Responsibilities:
Advisory Service
The Member Services Coordinator is the staff primarily responsible for the Advisory Service:
- Oversee ANSM’s Advisory Service services and ensure the program is meeting needs of service member museums.
- Build and strengthen relationships with member museums.
- Coordinate the Advisory Service Working Group in collaboration with the group Chair, reporting to them at regular meetings, and bringing their decisions to the larger service membership.
- Respond to member museums queries in a timely manner, using a variety of communication platforms. This will include providing advice on a variety of museum related topics, a majority relating to collections management and use of CollectiveAccess and NovaMuse.
- Conduct site visits (in person & virtual) to member museums to provide updates, training, and ascertain needs. This includes scheduling visits, making economical travel arrangements, and carrying out post-visit follow-up (providing resources, researching solutions, etc.).
- Develop, deliver, and/or facilitate grant project-related activities for Advisory Service (MAP, SDI, etc.), such as hub training sessions, data enrichment and digitization initiatives, CollectiveAccess and NovaMuse upgrades, and evaluation of same.
- Contribute to grant applications and report writing based on Advisory Service activities.
- Coordinate development of, sharing, and promotion of NovaMuse and NovaMuseEd resources.
- Support ANSM Museum Program Manager as needed, including regularly reporting on CollectiveAccess and NovaMuse, supporting educational partnerships, and supporting Unlocking Community Museum Collections initiatives.
- Provide regular reports to ANSM Executive Director and make recommendations for development of Advisory Service.
TRACK Program
The Member Services Coordinator is a main point of coordination for members participating in the TRACK program.
- Develop and deliver to members communications, promotions, registration, and follow-up for all aspects of the TRACK program (Training, Resources, Assessment, Knowledge Sharing) using a variety of communication platforms (including updating website and writing newsletters)
- Provide administrative support for with logistics relating to regional meetings, training and working content experts and program peers for the delivery of TRACK offerings
- Build and strengthen relationships with member museums
- Respond to member queries in a timely manner, liaising with ANSM staff and subject matter experts as required.
- Represent members wholistically in TRACK program development and delivery, including identifying member needs, examples of good practice, and peer-based knowledge sharing.
- Liaise with subject matter experts and program peers for the delivery of TRACK offerings.
- Support ANSM Museum Program Manager as needed, including assisting with writing year-end reports.
- Provide regular reports to ANSM Executive Director and TRACK Working Group.
Training & Resources
The Member Services Coordinator will use information gathered through general member relations, Advisory Service, and TRACK work to ensure ANSM training programs meet member needs:
- Manage ANSM’s training schedule and support special training and resource development opportunities, including Museum Studies Program, by carrying out scheduling, logistics, engaging with presenters, and managing communications, promotions, registration, and follow-up for all training offerings.
- Make recommendations for training based on member museum needs, gaps not addressed by other ANSM programs, and research of current practices and trends in the museum field.
- Support annual conference/symposium events (either as standalone or collaborative initiatives) by assisting with logistics and program development.
- Provide regular reports to ANSM Executive Director, the Education and Training Working Group, and Conference Working Group.
Accreditation
The Member Services Coordinator is a main point of contact for members want to apply for accreditation through ANSM (program to be relaunched in 2024):
- Coordinate the accreditation process for museums wanting to apply, including scheduling, logistics, managing communications, promotions, applications, and follow-up with applicants.
- Coordinate the Accreditation Panel in collaboration with the TRACK Working Group Chair.
- Assist with communication for accreditation announcements.
- Provide regular reports to the ANSM Executive Director.
Communications
In addition to communications as part of program coordination identified above, the Member Services Coordinator will:
- Ensure website information is accurate and up-to-date.
- Research, edit and circulate ANSM’s Beacon e-newsletter, and maintain the newsletter subscription list.
- Jointly manage and contribute to ANSM’s social media accounts and blog with Program Manager.
- Create, as needed, communications to be shared on regional ListServs.
Administration and Members Services
The Member Services Coordinator will maintain a positive relationship with ANSM members and support the ANSM team by:
- Coordinate ANSM membership and Advisory Service renewal, including liaising with current, lapsed, and potential members.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.
- Respond to ANSM member requests and coordinating requests for items in ANSM’s Lending Library (including Photography Kit).
- Assisting with year-end reports.
- Other activities as required.
Qualifications
Knowledge, skills and abilities – Required
- A minimum of five years’ experience in a museum-related field. Education and work experience will be considered in combination.
- Experience with collections management systems (CollectiveAccess preferred).
- Experience updating websites and newsletters (WordPress, MailChimp)
- 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, and Canva.
Knowledge, skills and abilities – Assets
- Proficiency in artefact digitization and digital photography. Experience with information technology support services (server management, backup systems).
- Experience working in a museum and conducting collections-related research.
- Professional experience with membership databases, website management, social media platforms, image and video editing software.
- Familiarity with museums in and history of Nova Scotia.
- Experience incorporating EDIA (Equity, Diversity, Inclusion, and Accessibility) into museum practices
- A valid Nova Scotia driver’s license.
Personal characteristics
The Member Services Coordinator will demonstrate competence in the following areas:
- Teamwork: Works 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. Can gather information on needs. Shows leadership in being able to provide clear answers and yet also able to communicate when information is not yet available.
- Initiative: Able to work independently and unsupervised. Provides solutions that are reflective of ANSM’s and member museums’ operational realities.
- Relationships: Maintains positive working relationships with others, both internally and externally.
- Critical Thinking: Anticipates, understands and responds 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 actions 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. Travel will be required, especially in summer months.
- The standard working week is 35 hours, Monday – Friday 9.00am – 5.00pm with a one hour lunch break, and can be adjusted in consultation with Executive Director.
- Travel is required, including driving extended distances within Nova Scotia. A majority of travel is done 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 (with applicable deductions) commensurate with qualifications and experience.
- Benefit package is available as per ANSM’s Human Resource Policy. Vacation leave will start at 1.25 days/month with additional paid leave (up to two weeks) during the annual holiday closure of the Cultural Federations of Nova Scotia’s offices.
- Professional development plan will be developed after probationary period.
Additional Information
- Performance review will be undertaken following three month probation period and annually thereafter.
- Overtime and travel time undertaken in the course of duties are subject to the ANSM Human Resource Policy. Travel expenses incurred in the completion of duties must follow ANSM staff allowance guidelines. Receipts must be filed with expense claims where applicable.
- Materials created in the process of undertaking work activities are the property of the Association of Nova Scotia Museums with corresponding applicable copyright.
- Employment is subject to availability of funds from ANSM operational and program funding.
Application:
Please submit your resume and cover letter clearly demonstrating how you meet the qualifications and quoting the position you are applying for by email to director@ansm.ns.ca. Please include references.
ANSM is an equal opportunity employer serving our diverse communities.
We thank applicants for their interest, however, only those advancing in the process will be contacted.
ANSM reserves the right to not hire at the end of this present competition if a suitable candidate is not found.
Applications are due by 9:00 am by Wednesday, March 29, 2023.
