jamestown-yorktown foundation interpretive services...

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SAMPLE DOCUMENT

Type of Document: Position Description Date: 2002 Museum Name: Jamestown-Yorktown Foundation

Type: Historic Site/Landscape

Budget Size: $10 million to $24.9 million Budget Year: 2003 Governance Type: State Accredited: Yes Position Title: Interpretive Services Site Manager Notes on strengths or special features: The document includes the following elements:

Position Title Supervisor FLSA Status Pay Range/Grade Overall Purpose/Job Objective Duties & Responsibilities Description of Relationships/Roles Qualifications

Education & Training Experience Knowledge, Skills, & Abilities Special Requirements

Working Conditions Other: Physical Requirements, Decision-Making, Includes the performance

evaluation form-directly to core responsibilities

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EMPLOYEE WORK PROFILE WORK DESCRIPTION/PERFORMANCE PLAN

PART I – Position Identification Information 1. Position Number: 00045

2. Agency Name & Code; Division/Department: Jamestown-Yorktown Foundation; MES/MOE

3. Work Location Code: 095, James City County

4. Occupational Family & Career Group: Educ & Media Serv/Educ Prog

5. Role Title & Code: Educ Prog Practitioner IV - 29014

6. Pay Band: 4

7. Work Title: Interpretive Services Site Manager

8. SOC Title & Code:

9. Level Indicator: Employee Supervisor Manager Employees Supervised:

Does employee supervise 2 or more employees (FTEs)? Yes No

10. FLSA Status: Exempt Non-Exempt Exemption/Partial Exemption Test (if

applicable):

11. Supervisor’s Position Number: 00102

12. Supervisor’s Role Title & Code: Director of Museum Education Services - 29018

13. EEO Code: A

14. Effective Date: November 1, 2002 – October 31, 2003

PART II – Work Description & Performance Plan

15. Organizational Objective: Provide Museum Education Services to educate, interpret, and promote the history represented by Jamestown Settlement and the Yorktown Victory Center through which the Commonwealth of Virginia seeks to develop awareness of the important role played by Virginia in the creation of the United States of America. Interpretive Services provides educational programming in the recreated outdoor interpretive areas.

16. Purpose of Position:

Responsible for providing management support and direct supervision of public programs to ensure that visitor experience is of a consistently high quality as defined through the Foundation mission statement and board approved programs. Co-manages interpretive services, special events and public museum programs and operations at Jamestown Settlement and Yorktown Victory Center. Supervises Costume Services and the Assistant Interpretive Site Manager. Works a minimum of 62% of weekends/holidays. Position has primary responsibilities at specific museum location with co-management responsibilities at second museum. Position rotates site locations on a semi-annual basis between museums.

Parts I, II, III, and IV are written or reviewed by the supervisor and discussed with the employee at the beginning of the evaluation cycle.

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16. KSA’s and or Competencies required to successfully perform the work (attach Competency Model, if applicable):

• Extensive knowledge of museum administration and management techniques • Considerable knowledge of teaching, interpretative and evaluation techniques • Demonstrated knowledge of the history and culture of 17th-and 18th-century Virginia • Demonstrated skills in teaching adults, working with the public and other museum professionals • Strong communication skills (both oral and written) • Organizational and administrative skills • Demonstrated ability to work independently, proactively solve problems, initiate change and adjustments

to the Foundation’s public product and make sound management decisions • Strong interpersonal skills with demonstrated ability to work at all levels of staff and other officials • Demonstrated ability to design interpretive or educational programs, develop budgets, write reports and

meet deadlines • Strong supervisory and management abilities 17. Education, Experience, Licensure, Certification required for entry into position: Education BA degree in administration, education, museum studies or history preferred. Experience Considerable experience in museum management, education or interpretive program development or teaching. Prefer related experience as a costumed interpreter. Licensure Driver’s License

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%

Time 19. Core Responsibilities

20. Measures for Core Responsibilities

5% A. Performance Management • An Employee Work Profiles (EWP) must be

completed for all new employees. • Formal evaluation cycles must be completed

on all employees. • Attendance at all training offered on

Performance Management is mandatory.

• Employee Work Profiles must be completed

for all new employees within 30 days of start date.

• Total of 3 evaluations must be completed on all employees under the direction of this position.

• Training records indicate attendance at all

Performance Management sessions. • Follow all Jamestown –Yorktown

Foundation and Commonwealth policies and procedures.

40% B. Interpretive Program Management Daily Program Management • Maintain active management presence in

living history areas to monitor program quality and manage daily requirements.

Program Quality • Monitor program quality through direct

observation, review of teacher evaluations, visitor comment cards, visitor surveys, and other available means.

• Monitor staff incorporation of skills and techniques presented in training sessions.

Plan/Implement High Quality Public Program: • Work with counterpart to maintain,

administer, evaluate and enhance interpretive programs and activities at Jamestown-Yorktown Foundation museums.

• Work with customer research to determine new programming themes and/or demonstrations for month long special event and to track impact of themes on visitor experience.

• Spends time daily in outdoor exhibit areas

and act as back-up front-line staff as needed. Facilitate daily communications and morning meetings on site.

• Complete a minimum of eight (8) announced

and unannounced written observations per month at assigned site.

• Compile and analyze data to define need for adjusting programs, responding to visitor comments and inquiries and addressing respective area.

• Document demonstrated improvements or continued weaknesses in abilities and skills of all interpretive staff after training attendance.

• Utilize and submit requests to customer research to assist in the analysis of interpretive programs conducted on site. Ensure site supervisors utilize customer research data in daily planning and program modifications.

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• Work cooperatively in coordinating program content and presentation with the MOE Program Team, curatorial, and historical divisions to ensure consistency and accuracy. Approve requests for research, structural changes, costumes, furnishings, equipment, supplies, etc.

• Complete assignments within required timeframes and actively participate in the program teams by submitting program modifications through the SLRP and team process and share resources across the MOE Division

Staff & Public Safety Inspect exhibit area, structures, tools, gunpowder, furnishings, animals and costumes to ensure proper care, use and storage. Coordinate with Office of Safety & Security to ensure Foundation policies and procedures are followed. Recommend policy changes, remedial actions as required. Special Program Coordination • Coordinate special interpretive programs, as

scheduled and/or requested including core museum events and theme months. Manage activities and demonstrations. Provide necessary support and guidance to the Assistant Interpretive Site Manger (AISM).

• Assist other departments, as necessary, on a variety of projects including, but not limited to, film projects, special tours, programs and events.

• Conducts pre- and post-event meetings to document program outcomes with AISM.

• Follow all appropriate Jamestown-Yorktown

Foundation and Commonwealth Guidelines. • Complete all necessary event checklists and

follow standard policies for budget utilization and purchasing for the events.

• Shift resources including staff, as appropriate, to cover special event needs. Consult with Director of Museum Education Services if resource shifting is determined necessary in the planning process.

• Support requests as assigned.

Facility Management Make recommendations to the MES Director and appropriate staff regarding maintenance of interpretive exhibits. Update inventories. Growth Goals Aggressively support service growth goal for on-site education. Work cooperatively and implement staffing adjustments as necessary and demonstrate positive interdepartmental philosophies.

• Conduct formal inventories a minimum of

two times per year to assist in the budgeting cycles.

• Develop formal interpretive strategies to

address changes in seasonal visitation cycles and patterns four times per year (Winter, Spring, Summer and Fall). Introduce new programs and demonstrations as appropriate.

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25% B. Administration and Supervision Staff Management • Manage interpretive services, costume

services, and special events. Review evaluations of interpretive services staff. Supervise Interpretive Program Assistant to coordinate staff schedules, time sheets, purchasing, training support and to coordinate

on-site and interpretive programs. Follow Policies

• Directly supervise and evaluate staff

including Interpretive Program Assistant. Provide input to evaluations of all subordinates.

• Shift staffing resources as appropriate to cover visitation projects at each museum site.

• Ensure Foundation and State policies and

procedures are followed related to personnel including guidelines related to leave and hourly balances, Code of Ethics, costume policy, and all other applicable policies.

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Staff Training • Work with the Training Academy to ensure

Museum Site Interpretive Supervisors and Costume Shop Manager incorporate specific training requirements and results into position descriptions and staff performance plans based on identified skills, knowledge and abilities required for each position.

• Review and authorize any changes or modifications to site training manuals and materials.

Customer Research • Work with Customer Research Specialist to

ensure involvement of Museum Site Interpretive Supervisors and other interpretive staff in survey administration and other customer research programs.

Budget and Resource Management • Develop recommendations for interpretive

services budget including all materials and wages required to provide high quality public programs. Ensure purchasing and receiving guidelines are followed. Maintain current resource file of craftsmen, reproduction furnishings, etc.

• Ensure supervisors are preparing and following established Training Plans for staff.

• Participate fully with Foundation Training Academy and the Training Advisory Committee. Submit course concepts and outlines in support of proposed course(s) as appropriate.

• Responsible for enforcing all Foundation and MOE policies regarding training sessions and attendance for Interpretive Services.

• Ensure site supervisors are updating site manuals on a bi-annual basis with completed draft reviewed and published by March 1, 2002.

• Attend training and conduct one summer

survey shift annually. • Ensure staff is informed of research results.

Ensures designated staff members are scheduled for training in conducting visitor research exit surveys. With Customer Research Specialist analyze research and utilize research results as documentation for incorporating program improvements

• Submit funding requirements on an annual

and bi-annual basis to Director of MES • Responsible for primary budget

administration of Interpretive related cost codes for FY02. Train other site manager on budget administration for transition in for FY03.

• Monitor budgets monthly and administer approved program budget in accordance with all policies and procedures.

• Submit budget expenditures to Director of MES on a monthly basis. Advise of any issues or shortfalls.

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Continued Staff Communications • Conduct daily meetings with interpretive staff

to review group arrivals, work assignments, upcoming events, and to address problems or concerns. Work to develop a team vision by educating staff to Foundation decisions and clarifying management positions on all key issues.

• Act as MES Director in director’s absence, as

designated.

• Create and maintain effective

communications systems to keep staff informed following guidelines outlined in the MES Communications Plan.

• Submit monthly reports by the 27th of each month to the Director of MES.

• Follows all Foundation and state policies and

procedures. Maintains contact with the Senior Director of Museum Operations and Education. Seek support and guidance, as needed.

25% C. Site Supervisor Site Management Responsible for oversight of daily museum operations of Jamestown Settlement and/or Yorktown Victory Center. Ensure that policies are implemented for quality visitor experiences. Primary site responsibility will rotate on a semi-annual basis. Responsible for training and monitoring of additional staff that may be hired or designated to perform supervisory duties on weekends and holidays. Site Coordination and Communication Coordinate site policies and procedures within functional areas affecting the visitor experience; communicate supervisory concerns as appropriate. Duty Officer Consistent with policies, make staff assignments, ensure museum operates to professional standards, and direct emergency response.

• Site adequately covered on a daily basis. • Rotates on semi-annual cycle. • Provides management support for minimum

62% of weekend and holiday supervision with no less than 30% of duty assignments at secondary site.

• Coordinates communications effectively and

through proper channels of communications. • Serve as site duty officer at Jamestown

Settlement and Yorktown Victory Center as scheduled.

• Communicate relevant information to senior Foundation staff as appropriate.

• Administer a "visitor experience" site checklist in cooperation with other departments.

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5% D. Participate in Division and Professional Activities

• Serve on assigned task forces, committees and projects. Participate in developing work plans, long-range planning, strategic budget and financial work plan.

• Establish and maintain contacts with Museum professional colleagues. Pursue opportunities to have Jamestown-Yorktown Foundation represented on panels at professional conferences.

Perform other duties as assigned Physical Requirements Ability to speak to individuals and groups. Extensive walking, lifting, bending. Ability to work outdoors in all temperatures and weather conditions.

• Responsible for ensuring professional

museum standards and practices are followed.

• Completes additional assignments with in

timelines and budget constraints.

____ 100%

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21. Special Assignments 22. Measures for Special Assignments

D. Serves as an active member of the MOE Program Team and on assigned sub-committee(s).

• Completes all assignments as requested.

E. Participates and coordinates programming activities related to the Riverfront interpretive site including attendance at related meetings.

• Completes all assignments as requested.

Optional

23. Agency/Departmental Objectives 24. Measures for Agency/Departmental Objectives

F.

G.

H.

I.

ADDENDUM – ORGANIZATIONAL CHART

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This page is printed separate from the remainder of the Work Description/Performance Plan because it contains confidential employee information.

PART III – Employee Development Plan 25. Personal Learning Goals 26. Learning Steps/Resource Needs Based on available resources and agency needs.

Part IV - Review of Work Description/Performance Plan 27. Employee’s Comments:

Signature: Print Name:

Date:

28. Supervisor’s Comments:


Date:

29. Reviewer’s Comments:


Date:

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EMPLOYEE WORK PROFILE PERFORMANCE EVALUATION The following pages are printed separate from the remainder of the EWP because they contain confidential employee information.

PART V – Employee/Position Identification Information 30. Position Number: 00045

31. Agency Name & Code; Division/Department: Jamestown-Yorktown Foundation 425; MES/MOE

32. Employee Name:

33. Employee ID Number:

PART VI – Performance Evaluation 34. Core

Responsibilities - Rating Earned

35. Core Responsibilities - Comments on Results Achieved

A. Extraordinary Contributor Contributor Below Contributor

B. Extraordinary Contributor Contributor Below Contributor

C. Extraordinary Contributor Contributor Below Contributor

D. Extraordinary Contributor Contributor Below Contributor

E. Extraordinary Contributor Contributor

Parts V, VI, VII, VIII, and IX are written or reviewed by the supervisor and discussed with the employee at the end of the evaluation cycle.

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Below Contributor

F. Extraordinary Contributor Contributor Below Contributor

36. Special Assignments - Rating

Earned 37. Special Assignments - Comments on Results Achieved

G. Extraordinary Contributor Contributor Below Contributor

H. Extraordinary Contributor Contributor Below Contributor

38.

Agency/Department Objectives - Rating

Earned

39. Agency/Department Objectives - Comments on Results Achieved

I. Extraordinary Contributor Contributor Below Contributor

J. Extraordinary Contributor Contributor Below Contributor

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K. Extraordinary Contributor Contributor Below Contributor

L. Extraordinary Contributor Contributor Below Contributor

40. Other significant results for the performance cycle:

Part VII - Employee Development Results 41. Year-end Learning Accomplishments:

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Part VIII - Overall Results Assessment and Rating Earned An employee receiving an overall rating of "Below Contributor" must have received at least one Notice of Improvement Needed/Substandard Performance form during the performance cycle. An employee who earns an overall rating of “Below Contributor” must be reviewed again within three months. An employee receiving an overall rating of "Extraordinary Contributor" must have received at least one Acknowledgment of Extraordinary Contribution form during the performance cycle. However, the receipt of an Acknowledgment of Extraordinary Contribution form does not guarantee an overall performance rating of “Extraordinary Contributor” for that performance cycle. 42. Overall Rating Earned

Extraordinary Contributor

Contributor

Below Contributor

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Part IX - Review of Performance Evaluation

43. Supervisor’s Comments:


Date:

44. Reviewer’s Comments:


Date:

45. Employee’s Comments:


Date:

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EMPLOYEE WORK PROFILE AGENCY OPTIONAL SECTIONS Confidentiality Statement: I acknowledge and understand that I may have access to confidential information regarding employees. In addition, I acknowledge and understand that I may have access to proprietary or other confidential information business information belonging to the Jamestown-Yorktown Foundation. Therefore, except as required by law, I agree that I will not:

• Access data that is unrelated to my job duties at the Jamestown-Yorktown Foundation;

• Disclose to any other person, or allow any other person access to, any information related to the Jamestown-Yorktown Foundation that is proprietary or confidential and/or pertains to employees. Disclosure of information includes, but is not limited to, verbal discussions, FAX transmissions, electronic mail messages, voice mail communication, written documentation, “loaning” computer access codes, and/or another transmission or sharing of data.

I understand that the Jamestown-Yorktown Foundation and its employees, staff or others may suffer irreparable harm by disclosure of proprietary or confidential information and that the Jamestown-Yorktown Foundation may seek legal remedies available to it should such disclosure occur. Further, I understand that violations of this agreement may result in disciplinary action, up to and including, my termination of employment.

______________________________________________ ___________________________

Employee Signature Date

Annual Requirements: Activity Current? If so, date completed? Required In-Service or other training Yes _____________Date No N/A Valid Licensure/Certification/Registration Yes _____________Date No N/A Employee Health Update Yes _____________Date No N/A Essential Job Requirements (Indicate by each E = Essential, M = marginal, or N/A) Physical Demands and Activities: E Light lifting <20 lbs. Standing E Sitting E Bending E E Moderate lifting 20-50 lbs. Lifting E Walking E Climbing E M Heavy lifting >50 lbs. Reaching E Repetitive motion E E Pushing/pulling Other Ability to tolerate outdoor weather conditions Emotional Demands: Mental/Sensory Demands: E Fast pace Avg. pace Memory E Reasoning E Hearing E Multiple priorities Reading E Analyzing E Logic E

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E Intense customer interaction Verbal communication E E Multiple stimuli Written communication E E Frequent change Other Ability to maintain professionalism during times

of stress

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