Primary Purpose of Position:
Reporting to the Director of Exhibits and Digital Media, the Exhibits Administrator assists in all areas of responsibility, including day-to-day operations, workflow, calendars and scheduling, file maintenance and retention, and other administrative functions as assigned. This position manages a variety of budgetary duties, including processing of invoices and p-card receipts, tracking the section’s budget, assisting with travel requests and reimbursements, and assisting with general purchasing policies and procedures. The position creates a wide variety of reports to aid in planning of future exhibits, maintenance, exhibition evaluation, and other Exhibits and Digital Media projects. This position assists the Director of Exhibits & Digital Media in scheduling, researching, and completing special projects in a wide scope of areas.

This position is deemed eligible for hybrid telework under DNCR’s Telework Policy.

Key Responsibilities:
Duties include but are not limited to:

• Supporting the Director of Exhibits & Digital Media (Ex&DM) through calendar management, prioritizing requests, and troubleshooting conflicts
• Completing administrative tasks that support the Directors ability to lead the Exhibit’s section effectively – including production of complex documents, reports, and presentations; collecting information; composing correspondence; maintaining contact lists; and providing email support
• Administers, monitors, and tracks exhibit budgets for state and special funds
• Facilitate local, national, and international travel preparations for the Director of Ex&DM - including travel authorizations, bookings & reservations, reimbursement requests, and submission of financial documents
• Assists other section staff with travel authorizations and reimbursements in guidance with state and departmental travel policies
• Acts as liaison between section staff and budget officer to ensure all processes and procedures are followed while assisting in preparations of technical specs, contracts, and other documents needed for E-Procurement and Purchasing guidelines
• Monitor and track Exhibit & Digital Media work requests, fielding inquiries on project status, troubleshooting errors, auditing of existing and past work orders, implementation of new features, and assisting in other duties to keep database updated and functional.
• Attend creative meetings with Director of Ex&DM, assisting in preparation and room setup, facilitating meeting invites, recording meeting minutes, and fielding communication with invitees.
• Assists Senior Exhibit Developer with exhibit evaluation, statistical analysis, and preparation of evaluation reports.
• Assists Director of Ex&DM with project research, traveling exhibition inquiries, communication with subject matter experts, and more.

Section Description:
The Exhibits and Digital Media Section is responsible for the creation and upkeep of both classic and state of the art public galleries spread across seven floors of the main building complex downtown as well as three satellite museum locations. The section champion’s the Museum’s mission and advances operational plans. It provides cross-sectional collaboration to support the network across the State and contribute to total quality management.

Division Description:
The state’s museum devoted to science and nature, North Carolina Museum of Natural Sciences in central Raleigh, is the largest institution of its kind in the Southeastern United States and, with over a million visitors a year, the state’s most visited museum. Its 300,000 square foot downtown campus is augmented by Prairie Ridge Ecostation and satellite facilities in Whiteville, Greenville, and Contentnea Creek. Together, they provide a variety of curriculum-focused classes onsite, offsite, outdoors, and online for pre-kindergarten through graduate students across the state.

As a museum of nature, we integrate the dual concepts of illumination and inspiration with the work we do and the many stories we tell. In a time of unprecedented environmental challenges, nothing could be more critical. This nexus of ideas makes us unique. Across three vibrant floors of laboratories and exhibitions, our Nature Research Center provides an unparalleled opportunity to see science in action by watching museum researchers studying the natural world in real time. In the Nature Exploration Center, exhibits and live animal displays reveal North Carolina’s rich natural habitats, wildlife, and geology from the Appalachian Mountains to the Atlantic Ocean.

Department Information:
The North Carolina Department of Natural and Cultural Resources (DNCR) takes care of the things that people love about North Carolina, literally from A to Z. The Arts to the Zoo, and so much else – parks, aquariums, historic sites, archaeology, African American Heritage Commission, science and history museums, the state Symphony, Library and Archives, historic preservation, land and water stewardship, and more. These places, and the ideas they represent, create a shared identity in North Carolina. They provide common ground. Everyone is welcome. The Department’s vision is to be the leader in using the state's natural and cultural resources to build the social, cultural, educational, and economic future of North Carolina. Our goal is to promote equity and inclusion among our employees and our programming to reflect and celebrate our state's diverse population, culture, and history. We encourage you to apply to become a part of our team. Check out this amazing video about our Department.

Knowledge, Skills and Abilities / Competencies

To receive credit for your work history and credentials, you must provide the information on the application form. Any information omitted from the application form, listed as general statements, listed under the text resume section, or on an attachment will not be considered for qualifying credit.

Qualified candidates must have or be able to:

• 
  Thorough knowledge of office management skills such as engaging in various forms of communications, record keeping and retention schedules, prioritization, decision-making, and time management
• Demonstrated ability to develop and implement policies and procedures relative to office administration including planning, prioritizing, and organizing office workflow and procedures
• Demonstrated knowledge of budget management, record-keeping, and financial reporting
• Demonstrated knowledge of Microsoft 360 application use (including Word, Excel, Teams, and PowerPoint)

Management Prefers:

• Ability to communicate effectively, both orally and in writing
• Ability to perform, manage, and coordinate a variety of administrative tasks to meet required deadlines
• Experience with State of NC purchasing policies and procedures
• Experience working in a creative design department
• Demonstrated skills with evaluation and/or statistical analysis
• Skill in collecting and synthesizing data from a variety of sources, engaging in high-volume data entry
• Ability to establish and maintain effective working relationships with the public, private partners, and staff

Minimum Education and Experience Requirements

• High school diploma or General Educational Development (GED) diploma and two years of related administrative experience

• Equivalent combination of education and experience.