APS Level 5 Administration Officer, Exhibitions

Overview

APS Level 5 Administration Officer, Exhibitions

The APS5 Exhibitions Administrative Officer plays an important role in supporting the effective operation of the Exhibitions Business Unit. This position provides high-quality administrative and operational support, ensuring smooth workflows across the team. It underpins the work of Managers and Coordinators by managing documentation, scheduling, financial processing and team coordination. While primarily focused on administration, the role supports activities across the exhibition lifecycle, from early planning and scheduling through to logistics, documentation, delivery and project closure. By coordinating these elements and working closely with project managers, the position ensures smooth processes, accurate records, and effective delivery of exhibitions.

Key accountabilities

• Provide efficient administrative support to the Exhibitions Business Unit, including coordinating meeting schedules, preparing agendas, taking and distributing minutes, and tracking actions.
• Manage and maintain accurate administrative systems, including filing, document version control, records management and correspondence tracking.
• Assist with procurement processes, including raising purchase orders, monitoring expenditure, processing invoices and maintaining simple budget spreadsheets in line with APS and Museum requirements.
• Support the preparation and maintenance of exhibition schedules, timelines, risk registers and reporting templates, ensuring information is accurate and up to date.
• Coordinate operational tasks that support exhibition delivery, supporting development of gallery schedules, organising contractors and facilitating access for visitors and stakeholders.
• Assist with the logistics of exhibitions and activations by liaising with internal teams, contractors and stakeholders to ensure smooth delivery.
• Contribute to post-exhibition evaluation by assisting with reporting and documentation.
• Provide administrative and logistical support for visiting contractors, artists, community representatives and other stakeholders, including travel arrangements for external stakeholders and NMA staff travelling for exhibition programs.
• Contribute to a positive team culture by providing flexible support to meet shifting Business Unit priorities.

Skills, experience and qualifications

• Demonstrated administrative experience in a fast-paced office environment, preferably within a cultural institution, public sector, or similar setting.
• Strong organisational skills with the ability to manage competing priorities, coordinate schedules, and maintain accurate records.
• Confidence in using administrative systems, financial processing tools, and Microsoft Office applications (Outlook, Excel, Word).
• Attention to detail and a proactive approach to problem-solving, with the ability to identify and escalate issues as needed.
• Strong written and verbal communication skills, including the ability to draft clear meeting notes, correspondence, and reports.
• Ability to work collaboratively as part of a multidisciplinary team, building productive relationships with internal and external stakeholders.
• A commitment to inclusive, respectful, and culturally safe practices, particularly in relation to First Nations engagement and community partnerships.
• Experience with government procurement or financial administration processes.
• Familiarity with project coordination in a museum, gallery, or cultural organisation.
• Awareness of the Australian cultural sector or exhibitions environment.

Eligibility to apply

• Australian citizen
• Undergo pre-employment checks, including a police record check

To apply

Applicants must include a one-page pitch addressing their suitability for the role against the essential and desirable Skills, experience and qualifications. Applicants must also provide a current CV and contact details for 2 referees.

Applications close 11:59pm on Sunday 21 September 2025.

Visit http://www.nma.gov.au/about/employment and apply online.

Reasonable adjustments are available throughout the recruitment process. If you require, or would like to discuss reasonable adjustments, please contact the Contact Officer for this position.

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