Primary Purpose of Position:

This position has a three-fold purpose: (1) to manage, direct, and supervise the resources, operations, personnel, and program activities of the Western Office; (2) to provide consultative services in archives and museum management to organizations and individuals throughout western North Carolina; and (3) to serve as a western representative of the NC Department of Natural and Cultural Resources and Office of Archives and History, headquartered in Raleigh, four hours and nearly 300 miles from Asheville. All of these are part of the department’s overall goal to provide a broad range of services to the western region of the state and enrich the cultural, educational, and economic well-being its citizens. The position directly supervises and priorities work tasks for one employee: Office Assistant IV; and administratively directs program specialists stationed at the Western Office. Due to the fact that this position does not have direct line supervision over program specialists working in the office, most of the administrative direction, insofar as program specialists are concerned, deals with space, equipment, supplies, travel, and other budgetary considerations. This position is responsible for promoting cooperation among all staff members and assuring the overall efficient operation of the office.

Key Responsibilities include but are not limited to:

Consultative Services and Outreach: Position provides guidance and technical assistance in archives and museum management to historical and genealogical societies, local history museums, churches, historic sites, educational institutions, local governments, libraries, other state agencies, regional organizations, businesses, citizen groups, and private individuals throughout western North Carolina. With the help of Western Office support staff, and program specialists assigned to the Western Office as required, position works with public and private entities to plan, develop, and improve their archives and museum management programs; to provide assistance in areas of collections management such as acquisition and preservation; to assist with regional documentation and oral history projects; to prepare programs for schools, civic groups, and historical agencies; and to develop workshops and other educational outreach services. The position works with other regional DNCR units as required, including the Thomas Wolfe Memorial, Zebulon B. Vance Birthplace, and the Mountain Gateway Museum and Heritage Center. Employee works to develop partnerships in assigned regions to maximize the effectiveness of DNCR programs. Position responds to inquiries and provides information on DNCR programs and services; refers organizations and individuals to appropriate persons, sections, or units within DNCR; and publicizes the work of the agency. Position works with DNCR Public Affairs Office as required and local media to keep the public informed, and when requested participates in western regional meetings, public forums, workshops, and school programs to promote a better understanding of the mission and goals of DNCR and the Office of Archives and History. Care is taken to respond promptly and accurately to public inquiries which, in many cases, are interdisciplinary in nature and require cooperation among Western Office staff members.
Manage Western Office Operations: Position supervises all administrative, budget and facility management support functions for the Western Office. Position oversees the allocation of resources to the Western Office, the purchase of all needed supplies, ensures the continuation of maintenance contracts, and other administrative needs. Position ensures the effective and efficient management of the office and makes recommendations to senior staff regarding supply and equipment needs, and prioritizes resources based on agency goals. Fiscal responsibilities include the overseeing of transfers, realignments, continuation, expansion, capital improvement requests, and computations for invoices of services performed for outside agencies and individuals. The position develops long-range plans for the office to determine expansion of services or areas of weaknesses in the services provided. The position evaluates and justifies office operating expenses based on previous year’s expenditures and planned projects for the upcoming year(s), monitors expenditures, justifies unexpected spending requirements, and requests supplemental funds as needed. Position conducts staff meetings and monitors the progress of special projects to ensure short and long-term goals and objectives are being met. Position administers all rental space at the Western Office and negotiates leases and oversees the use all leased space within the Western Office used by other state agencies and outside organizations.
Professional Activities and Special Projects:  Position maintains and improves knowledge of current archives, historic sites, and museum management technologies and accepted practices through the study of professional literature and by attending professional meetings, classes, trade shows, and seminars. Position works with regional and statewide professional organizations such as the Society of North Carolina Archivists, North Carolina Preservation Society, and North Carolina Museums Council to bring educational and professional development opportunities to the western region and state. At the direction of the Director, Division of Historical Resources, or other Department of Natural and Cultural Resources senior staff, the position participates in special projects and exhibitions as required.
Western Region History Day Program: Serve as coordinator for the western region NC History Day program. Employee works with state coordinator in Raleigh to promote the History Day program in assigned counties to local educators and students. Employee organizes annual regional competition in March/April and is responsible for site selection and recruitment of judges, preparation and distribution of event information packets, student registration, schedule production and coordination of awards ceremony.
Manage Western Office Personnel: Employee makes decisions in the selection, appraisal, promotion, dismissal, and salary adjustments of Western Office staff under the position’s immediate supervision and provides input on the activities and performance of other program specialist assigned to the office as requested by their supervisors in Raleigh. Employee develops standards for individual work performance of supervised staff, negotiates work plans, manages and counsels, administers leave, and evaluates results according to established policies and procedures. Position ensures a safe and productive working environment is maintained for all office employees. Projects undertaken by staff under the employees’ immediate supervision are subject to review upon completion.