Operations Coordinator - Outreach

About this role

Operations Coordinator - Outreach 

Australia's largest public museum organisation is seeking Operations Coordinator - Outreach at Museums Victoria.

ABOUT MUSEUMS VICTORIA:

Ever dreamed of working in a place where dinosaurs roam, stars explode, and the world's most intriguing stories come to life? Welcome to Museums Victoria (MV), where every day is a new chapter in the book of discovery. As one of the southern hemisphere's largest and most iconic museum organisations, we're not just about exhibits; we're about experiences that inspire, challenge, and amaze. From the awe-inspiring Melbourne Museum, culturally significant Immigration Museum, mind-blowing Scienceworks, and the historic Royal Exhibition Building, we're a team that turns curiosity into reality.

ABOUT THE POSITION:
Are you passionate about connecting communities with science, culture, and history? The Outreach Program brings the best of the museum beyond our walls, creating learning experiences for kindergartens, schools and general public throughout Victoria. This role is responsible for the efficient day-to-day operation of the program, including coordinating scheduling, tracking and reporting, as well as staff support, analysing procedures, engaging with internal stakeholders and external clients to ensure broad access to museum resources. Through this position, we hope to bring the unique vision and mission of our Museums to life, and help every member of our community experience the joy of discovery.

Some of the key duties include: 

• Coordinate annual staff scheduling and daily itineraries for the Outreach Program, ensuring efficient use of resources and alignment with business rules and staff expertise.
• Develop and maintain systems to support program delivery, track visitation and audience data, and contribute to internal and external reporting.
• Contribute to the development of new programs and delivering training for outreach learning facilitators, including safe operating procedures.
• Monitor daily operations, using sound judgment to identify and escalate issues to enhance efficiency.
• Communicate effectively with internal stakeholders on operational matters and liaise with external clients, providing clear information and advocating preferred outcomes.
• Adapt quickly to changes in staff availability, resources, or client needs, providing practical and cost-effective solutions.
• Manage the Outreach Program's bookings database (BOS), and handle client communications professionally by phone and in writing.
• On some occasions, deliver educational programs, activities, or presentations to school groups and public audiences.
• Support and supervise Learning Facilitators, monitoring training needs and handling sensitive information with discretion.
• Develop and maintain program materials, manage equipment and resources, and handle purchasing and payment processes.
• Contribute to project teams involved in program development, special events, and exhibitions.

The successful applicant will have:

• Strong organisational skills with a proven ability to meet deadlines and achieve objectives efficiently.
• Experience in business planning, operational support, and data tracking, analysis, and reporting.
• Proficiency in ticketing and financial systems, as well as CRM applications and related procedures.
• A proactive, accountable approach to work, with the ability to collaborate effectively both independently and within a team.
• Well-developed administrative, communication, and presentation skills.
• Experience in delivering engaging programs to diverse audiences across a range of settings.
• Knowledge of humanities, science, or heritage sectors, and an understanding of museum environments.
• A current Victorian Driver's Licence and a willingness to obtain (and fund) a Working with Children Check.

OTHER INFORMATION

This is a VPS3.1, On-going, Full-Time position. The salary offered is $74,580 base of grade + 11.5% superannuation. The successful applicant will be required to undergo a National Police Records Check.

HOW TO APPLY?

To view the position description, visit Careers - Museums Victoria. From our Current Vacancies page, select “All Jobs” and click on the link for this job's listing. 

To apply, please click “Apply for this Job” at the bottom of the job listing page. 

For more information about this position, please contact Murray Walker at mwalker@museum.vic.gov.au.

Please submit the three following three documents with your application: 

• Your Cover Letter
• Your Resume
• A written response addressing the Key Selection Criteria as outlined in our Role Statement (Please refer to attached document)

Please note: Applications that do not address the Key Selection Criteria will not be considered.

APPLICATIONS CLOSE: Sunday 8th June 2025 (11:59pm)