State Library Victoria is Australia's oldest public library, and one of the first free public libraries in the world. We believe in the power of knowledge to change lives. Free to access and open to all, the Library enriches the cultural, educational, social and economic lives of all Victorians. State Library Victoria preserves and shares the stories of Victoria and the world, and is a major destination for stimulating cultural experiences, contemporary debates, and community-driven collecting. We encourage learning, exploration, imagination, and creativity, opening up possibilities for all Victorians.

• Join a dynamic team in one of Melbourne's much-loved public cultural institutions.
• Great central location in an iconic building, close to public transport
• Fixed term, part time (0.6 FTE) opportunity

About the Opportunity

The Program Officer plays a key role in the administrative support of State Library Victoria's programs with an emphasis on the coordination of the Fellowships Program and the ongoing support of its Fellows. This role is pivotal in ensuring the seamless execution of the Fellowships Program, from inception to completion, while fostering and maintaining strong relationships with Fellows and key stakeholders.

The Program Officer is accountable for achieving the following key outcomes:

• Overseeing the end-to-end administration and management of the Fellowships Program applications through the SmartyGrants platform.
• Delivering responsive, tailored customer service to ensure an exceptional experience for applicants and program participants.
• Coordinating internal and external assessment panels to ensure fair and timely selection processes.
• Providing prompt and effective responses to all applicant inquiries.
• Offering training and generating reports on the SmartyGrants platform.
• Providing daily support to Fellows, including coordinating special events, program opportunities and social activities throughout the year to enhance their experience.
• Supporting a process of continuous improvement by providing constructive feedback on program delivery.
• Supporting delivery for other programs and initiatives in the Audience Engagement branch.

About You

The successful candidate possesses knowledge in grants management, including working with grant managements systems and is well versed utilising a range of administrative tools, including office suite, and Teams.

In addition, you will have:

• Qualifications in related field or equivalent work experience.
• Demonstrated experience in working with Microsoft Office Suite and Grant Management Systems.
• A solid track record of working collaboratively and achieving outcomes in a team environment.
• A solid track record of stakeholder management, including fostering relationships over time and building report through excellent written and verbal communication.
• An excellent track record of coordination of high-volume administration tasks, including working under time constraints and to deadlines.
• Demonstrated organisation and problem-solving skills.
• Experience working in a museums/cultural institution is desirable.
• Experience in working with CRMs, such as Salesforce and SmartyGrants, is highly regarded.

State Library Victoria is a child-safe organisation. A valid Working with Children Check will be required before commencing.

State Library Victoria promotes a workplace that actively seeks to welcome and value the unique contributions of all people. We strongly encourage Aboriginal and Torres Strait Islander peoples, people with disability, people from cultural and linguistical diverse backgrounds, LGBTIQ+, D/deaf, disabled, neurodivergent people and people of all ages and abilities to apply.

How to apply

Please click the Apply button to submit your application via Careers.Vic.

The following documents should be attached to your application:

• Resume
• Cover letter (maximum 3 pages) summarising how you meet the key selection criteria in the Position Description and the About You section of the advertisement. 

(for more information on format and content of your application, please see Preparing Your Application on the Careers.vic page).

Enquiries

For a confidential discussion about the opportunity, please contact Creative Programs Manager via email.

For assistance with the application process, please contact us at Employment.

Privacy Collection Notice

Information about how we collect and use your personal information, and how you can contact us, can be found here.

Reasonable Adjustments

We want all applicants to have an equal opportunity to demonstrate that they are the best person for the job. If you require an adjustment at any stage of the recruitment process, or the provision of a particular access service, please contact our People team.

If you are unable to make this deadline due to unforeseen personal circumstances, please get in contact to obtain a short extension to the deadline.

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