About the National Film and Sound Archive
The National Film and Sound Archive of Australia (NFSA) is Australia's audiovisual archive, telling the national story by collecting, preserving and sharing audiovisual media. The collection dates to 1935, making it one of the world's oldest audiovisual collections. It is also one of the country's most used cultural collections, with around 125 million views of collection content each year. The NFSA is in a period of significant change, establishing itself as Australia's most dynamic and valued cultural organisation through digital transformation. We are rebuilding our curatorial workforce and developing the NFSA's capacity to digitise our collection at scale to preserve it for the future and share it with all Australians.
About the Team
The Programs and Visitor Experience team is part of the Programs and Operations section, which includes three teams: Programs & Visitor Experience, Learning, and Technical & Production. The section's key objectives are to increase NFSA's relevance, reach, and revenue, particularly through experiences at our headquarters in Acton.
At Acton, we tell the Australian Story through a suite of place-based experiences that activate and celebrate our spaces and collection with programs that inspire, connect, and engage with audiovisual culture, media technology, creativity, and the arts. The Programs and Visitor Experience team is responsible for the delivery and maintenance of on-site public programs and experiences at Acton, including:
* Baseline Experiences - Our 'always on' experience welcomes visitors to our revitalised heritage spaces and courtyard with digital and object-based displays.
* Gallery Series - A program of audiovisual art installations by renowned Australian artists in our main gallery space.
* Film Series - A year-round program of screenings in our award-winning, heritage-listed Arc Cinema, including partnerships with independent film festivals.
* Partnerships Series - Collaborating with external strategic partners to deliver joint programs and events such as festivals and symposia.
* Live@NFSA - Supporting the delivery of live events and public programs onsite.
* Commercial Venue Hire - Offering revitalised spaces for hire to connect with diverse audiences and generate revenue.
The Opportunity
The Programs and Operations Administrator plays a key role in assisting the Public Programs and Visitor Experience, Learning, and Technical & Production teams in the administration and delivery of a range of public and learning programs, commercial venue hires, and marketing and communication enquiries. This role provides support across the Programs and Operations section, assisting with client management, invoicing, sales reports, guest travel arrangements, event schedules, and other administrative tasks. A high level of proactive internal customer service and a 'can do' attitude is required. The position will suit a highly organised, proactive, and collaborative person with experience in public programs and events and/or customer service. The Programs and Operations Administrator reports directly to the Visitor Services and Events Coordinator.
The key duties of the position include
* Provide administrative support for the Program and Operations section, including:
o processing payments,
o generating invoices and receipts,
o building and monitoring events and tickets on the Ferve booking system,
o collating data,
o managing contact lists; and
o coordinating the signing and filing of contracts and agreements.
* Support VIP guest and artist visits, including:
o organising guest and artist travel,
o coordinating Green Room facilities and catering,
o maintaining guest calendar for Executive; and
o coordinating Executive/senior leadership attendance with the Executive Office.
* Manage the section's intranet pages and program, venue booking, and leave calendars to ensure currency and accuracy.
* Chair regular team 'work in progress' meetings.
* Manage phone reception for Acton HQ during business hours, including answering and documenting phone enquiries from external callers.
* Manage the Enquiries and Tickets inboxes, with support from the Visitor Services & Events Coordinator and NFSA Communications Team.
* Provide customer service support for NFSA products and offerings, including answering general enquiries.
* Assist with preparation and delivery of events and functions at the NFSA, including preparing run sheets.
* Assist in the delivery of post-event reporting, including box office sales reports and other visitor evaluation and data.
* Undertake Visitor Services Officer duties as required.
Selection Criteria
The successful candidate will demonstrate their capacity against the following:
1. Demonstrated experience in administration and reporting.
2. Highly developed written and oral communication skills, including the ability to effectively liaise with co-workers, contractors, suppliers, and external organisations.
3. Demonstrated ability to prioritise and manage project workload with competing demands and tight deadlines.
4. Highly developed and proactive customer service skills.
Desired Skills and Experience
* Proficiency with Microsoft 365 suite.
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