Manager, Operations (Special Collections)

How You’ll Contribute

The Storytelling team works to expand the organization’s impact through journalism, photography, film/video, web content, mapping, and data visualization. As one of the largest funders to individual storytellers in this work, it also identifies key grantmaking, and fellowship opportunities with creative talent. Much of the team's programmatic activity is focused on identifying and building capacity for the next generation of diverse storytellers.

Reporting to the VP of Special Collections, the Operations Manager provides administrative and project management support for the priority projects and initiatives of the team, including complex software projects, new workflows related to the Museum of Exploration, and the opening of the Special Collections to public access.Facilitates positive communication and productive collaborations within the team, across teams and brand partnerships, and with outside parties to meet goals and objectives in a timely manner and with excellent results.

Your Impact

Responsibilities Include:

Project Management (70%)

• Provides logistical and operating support for Special Collections projects such as software systems, websites, cataloging, research grants, fundraising, renovation, facilities operations, collection management, reference and research, exhibitions/experiences, publications, productions, and grant-funded projects. 

• In coordination with Special Collections leadership, develops and implements plans/ timelines/ roadmaps for projects that align with strategic goals and objectives.

• Supports the assessment of operational readiness for projects through knowledge of the organization and governance processes.

• Works with Special Collections leadership to identify opportunities to improve organizational efficiencies, facilitation, and project management.

• Monitors internal resources and third party vendors for effective execution of projects.  Ensures all projects are delivered on time and within budget.

• Collaborates with Strategic Insights & Initiatives and Technology to track and summarize progress across critical metrics to deliver on mission and vision for the Special Collections department and NGS.
   

Administrative (30%)

• Gathers information, identifies and includes stakeholders, facilitates productive meetings and asynchronous collaborations.  

• Schedules and facilitates meetings, creates agendas, takes meeting notes, creates summary reports, and ensures follow-up on action items.

• Coordinates and creates internal and external communications, documentation, reports, and presentations. 

• Oversees and supports systems that provide effective department organization, coordination, communication, and efficiency. 

• Works closely with Special Collections’ budget manager to align spending with essential business operations. 

Educational Background

Bachelor's Degree required.

Minimum Years and Type of Experience

5+ years of experience within a library, archives, special collection, or museum or similar organization. 

Necessary Knowledge and Skills

• Mastery of competencies such as sound business judgment, facilitation, decision making, problem solving, and team building.

• Ability to manage concurrent initiatives and work streams from planning to delivery, utilizing a variety of project management tools and methodologies.

• Ability to prepare/compose/edit written materials and correspondence. Should have excellent oral and written communications skills.

• Ability to think creatively, strategically and systematically.

• Ability to work on multiple projects, under deadlines, with changing priorities in a dynamic, fast-paced, environment.

• Ability to support change management within a defined team. 

• Knowledge of and comfort with Agile frameworks.

Desired Qualifications

• Experience with project management tools and approaches

• Experience leading or facilitating collaborative projects

• Experience with software systems and operations unique to library, archives, museum, media and special collections management

Supervision