Job/Task Analysis: Museum Educator

Alison Moore 7 November 2010

5601 Introduction to Instructional Systems Dr. A. Darabi

Contents 1 Introduction Background ................................................................................................1 Setting..........................................................................................................2 Organizational Structure .......................................................................2 Departmental Structure .........................................................................2 Mission ...................................................................................................3 2 Process of Job/Task Analysis Preparation .................................................................................................4 Interview .....................................................................................................5 Analysis .......................................................................................................7 3 Results of Job/Task Analysis Task Listing ................................................................................................8 Requisite Knowledge, Skills, and Abilities ............................................12

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1 Introduction Background

The Cummer Museum of Art and Gardens is one of three art museums located in

Jacksonville, Florida. The museum was named after Ninah and Arthur Cummer and was founded

in 1961 when the couple’s private art collection was bequeathed to establish an institution for the

public. The current museum building was constructed on the site of the Cummer’s home and

now houses over 5,000 works of art. Overlooking the Saint Johns River, Ninah’s original Italian

and English gardens are still maintained.

With the recent weakening in the U.S. economy, museum leaders nationwide have

compensated for declines in funding and revenue by restructuring departmental staff. One

department within the Cummer Museum to be affected in this way over the past few years was

the Education department. Confusion regarding actual tasks and responsibilities ensued after

employees of the education staff, namely museum educators, were repeatedly reduced in

numbers. To ensure current museum educators understand and can adequately perform their

expected workload, the Council and Board of Directors requested a job/task analysis of this

position to define (a) the responsibilities (including a breakdown of the functions, duties, and

tasks) and (b) the knowledge, skills, and abilities for the responsibilities of this key position.

Museum educators hold a key position within the Education department and organization

as a whole. Employees with this title constitute the main force of the education team by guiding

daily tours, leading art classes, managing on- and off-site events, and assisting with training new

education staff. Due to these responsibilities, they are responsible for the majority of patron

interaction and revenue-providing programs.

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Setting

Organizational Structure:

Approximately 60 employees from 12 departments comprise the Cummer Museum’s

personnel requirements (see Fig. 1). All department heads answer to the Museum Director, who

maintains museum administration. Members elected to the Council and Board of Directors

reserve control over the organization as a whole and make decisions after receiving input from

the Museum Director.

Corporate and Foundation Relations

Council and Board of Directors

Administration (Museum Director)

Finance Curatorial

Special Events

Education Marketing

Museum Store Membership

Human Resources

Facilities

Director of Education

Associate Director of Education

Museum Educators

Docents Education Intern

Fig. 1 Organizational map of the Cummer Museum of Art and Garden Departmental Structure:

One of the departments within the Cummer Museum is the Education department. Since

the museum’s restructuring events over recent years, the Education department now normally

consists of about 30 staff members (See Fig. 2): one Director of Education, one Associate

Director of Education, five museum educators, two education interns, and approximately 20

docents. The last three groups, museum educators, interns, docents, create lateral positions

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within the Education department hierarchy and answer directly to the Associate Director of

Education.

Education

Director of Education (1)

Associate Director of

Education (1)

Museum Educators (5)

Docents (20) Education Interns (2)

Fig. 2 Organizational map of the Cummer Museum’s Education department, including number of personnel Mission:

The mission of the Education department is to support and achieve the Cummer

Museum’s overall purpose, “To engage and inspire through the Arts, Gardens and Education.”

Museum educators, along with other education personnel, work to accomplish this goal by

interacting with patrons in educational settings. These educational events can include tours and

classes, and involve museum educators using art objects to teach both adults and children about

art, history, music, and culture. In addition to encouraging an appreciation for the arts, museum

educators also promote and raise awareness of the Cummer Museum and its assorted academic

and recreational offerings.

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2 Process of Job/Task Analysis Preparation

1. Identify job of focus requested by organization a. Job title? Museum educator b. Included within which department? Education department

2. Clarify organization’s desired results

a. Why is this analysis being conducted? To ensure museum educators understand and can perform their expected workload after major departmental restructuring

b. What information does the organization desire from this analysis? To define the functions, duties, and tasks of museum educators

3. Prepare plan for analysis a. What is the purpose of the analysis? (a) To determine if museum educators

understand and can perform their expected workload after major departmental restructuring and (b) identify knowledge, skills, and abilities required to hold the position of museum educator

b. What sources will be used to collect and analyze information? One-on-one interview via Skype videoconference call

4. Develop forms a. Interview forms: questions for museum educator and space to take notes b. Refer to organization’s requirements to ensure forms will collect appropriate

information

5. Contact museum education personnel a. Request and receive approval from Associate Director of Education b. Select sample museum educator (one individual of five) for interview c. Provide selected museum educator with brief description of the interview and

analysis

6. Implement the analysis plan a. Refer to and follow analysis plan b. Fill out pre-developed interview form

7. Review and organize initial data a. Read through responses b. Develop initial organization for function, duties, and tasks c. Contact museum educator a second time to clarify questions and confirm initial

organization for function, duties, and tasks

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Interview

An interview was conducted with Lori Nuenfeldt (see Table 1), a current museum

educator working with the Cummer Museum, on Wednesday, 3 November 2010 between 3:45

and 5:00 p.m. Due to differences in geographic location and strict time demands, the in-depth

interview was held via a Skype videoconference call. Lori provided more detailed and insightful

answers when posed with structured and specific questions (see Table 2). When asked to

describe her daily routine and responsibilities, Lori discussed seemingly unconnected issues.

However, when presented with more directed questions, she was able to focus and elaborate on

organized thoughts and processes.

Interviewee name Lori Nuenfeldt

Contact information Work: 904.356.6857 Email: LNuenfeldt@cummer.org

Job title Museum Educator

Position level Entry level

Department Education department

Employer Cummer Museum of Art and Gardens in Jacksonville, FL

Direct supervisor Associate Director of Education

Pay classification Salary

Length of time in position Two years

Education M.A. in Art History

Related work experience

1. Intern with the Registration department of the Metropolitan Museum of Art in New York City

2. Registrar with the Louisiana State University Museum of Art in Baton Rouge, LA

3. Weekend staff with the FSU Museum of Fine Art

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Table 1 Interview sample information

Interview Questions Responses

1. What is your current job title?

2. How long have you worked in this position?

3. What are some general responsibilities of your position?

4. Can you describe a normal day at work, including regular tasks?

5. What is the main responsibility of your position?

6. (Refer to answer for #5)

What does that entail? What must you do to accomplish that?

7. What are some lesser responsibilities of your position?

8. (Refer to answers for #7) What do these entail? What must you do to accomplish them?

9. Which of these responsibilities occur most frequently?

10. Do you consider yourself well equipped to be a museum educator?

11. Were you well equipped when you were first hired?

12. What knowledge and skills are most needed to be successful as a museum educator?

13. (Refer to answers for #12, then to answers for #5 and 7)

Which of these skills do you use for the responsibilities discussed earlier?

Table 2 Form used during interview (interviewee’s answers omitted)

After experiencing technical difficulties and limitations, museum staff were not able to

set up a similar Skype videoconference call to allow observation of Lori’s art class. Despite this

drawback, the interview was well developed and yielded much information regarding the

functions, duties, and tasks of Lori’s role as a museum educator.

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Analysis

Following the interview, the information collected from Lori’s responses was reviewed

and organized. This process was time-consuming and required multiple drafts, but with reference

to the interview data, an order for the numerous issues and topics discussed during the interview

was identified and structured. Lori was contacted by phone an additional time, at 1:30 p.m. on

Thursday, 4 November 2010, to clarify details and confirm the identified arrangement of

information was accurate. A Word document of the drafted data was emailed to Lori during this

second conversation to facilitate information sharing and verification.

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3 Results of Job/Task Analysis Task Listing

The following table illustrates the three main functions (educate the public, perform

outreach, and develop curricula) and corresponding duties and tasks of a museum educator.

Functions Duties Tasks

1. Educate the public on-site

1.1 Guide tours

1.1.1 Receive training for leading art classes

1.1.2 Prepare tour materials (school list, route card, props, script notes, etc.) 1.1.3 Punctually meet school groups arriving at museum 1.1.4 Greet students, teachers, and chaperones 1.1.5 Explain safety procedures and proper museum behavior to participants 1.1.6 Outline agenda of tour for participants 1.1.7 Know route of tour and locations of artworks within galleries 1.1.8 Recall pertinent content and props for lectures on each artwork comprising tour 1.1.9 Interact with students by asking questions and discussing the artworks 1.1.10 Manage discipline problems during tour 1.1.11 Conclude tour, thank group for visiting, and lead group to exit

1.2 Lead art classes

1.2.1 Receive training for leading art classes 1.2.2 Prepare studio classrooms with materials and supplies before groups arrive 1.2.3 Punctually meet art class groups arriving at the museum 1.2.4 Greet students, teachers, and chaperones 1.2.5 Present replica (usually a poster or plastic cast) of existing artwork in the permanent collection 1.2.6 Present completed examples of art project 1.2.7 Facilitate discussion about the artworks (style, medium, type, comparisons) 1.2.5 Know process for creating art project 1.2.6 Explain process of the art project 1.2.7 Present craft supplies and materials

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Function 1. Educate the public on-site (continued)

1.2.8 Lead art project step-by-step 1.2.9 Assist students during art project 1.2.10 Assign teachers and chaperones tasks to assist students (hand out supplies, help with using paintbrushes, etc.) 1.2.11 Manage discipline problems during class 1.2.12 Conclude class, thank group for visiting, and lead group to exit 1.2.13 Collect students’ projects and deliver to teachers 1.2.14 Clean studio classroom and store all materials and supplies 1.2.15 Replenish used materials and supplies from inventory or submit restock order to Associate Director of Education

2. Perform outreach to educate the public 2.1 Prepare for

outreach programs

2.1.1 Develop ideas for improving established outreach programs and activities 2.1.2 Prepare materials in bulk (pre-cut construction paper, pre-counted colored pencils and paintbrushes, etc.) 2.1.3 Gather set-up supplies (table cloths, signs, tents, pamphlets, etc.)

2.2 Schedule outreach programs

2.2.1 Receive inquiries for information and/or requests for programs 2.2.2 Schedule educational visits with teachers and school administrators in department calendar 2.2.3 Submit plans and receive approval from the Associate Director of Education 2.2.4 Send (via email and phone) confirmation to teachers or school administrators 2.2.5 Alert Associate Director to any schedule changes

2.3 Travel to schools, art festivals, etc. and host functions

2.3.1 Bring prepared materials (art supplies, set-up equipment, pamphlets, etc.) to outreach location 2.3.2 Meet with contact person at venue 2.3.3 Set up booth and activity stations 2.3.4 Assist with art activities 2.3.5 Clean up area, pack up leftover supplies and materials, and thank institution holding the event

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Function 2. Perform outreach to educate the public (continued)

2.4 Increase interest in the Cummer Museum

2.4.1 Make literature (Cummer Museum pamphlets, schedules of tours and classes, brochures of upcoming exhibitions and events, etc.) available to the public 2.4.2 Interact positively with members of the public 2.4.3 Describe the history and mission of the Cummer Museum to the public 2.4.4 Describe the holdings of the Cummer Museum’s permanent collection to the public 2.4.5 Explain programs, tours, classes, and events occurring (or to be offered) at the Cummer Museum to the public 2.4.6 Pass out appropriate literature according to individuals’ interests and needs 2.4.7 Assist in promotion and advertisement for available outreach programs 2.4.8 Provide Public Relations staff with schedules, offerings, and contact information 2.4.9 Review drafted literature produced by Public Relations staff before submitted for publication

3. Develop and maintain curricula

3.1 Develop curricula for tours

3.1.1 Review upcoming temporary exhibitions 3.1.2 Identify complementary artworks in temporary exhibition and permanent collection 3.1.3 Organize tour routes to incorporate relevant artworks 3.1.4 Research content: artists, artworks, styles, periods, media, etc. (refer to educational artist/object files; only include updated information) 3.1.5 Adapt established tour scripts for tour guides 3.1.6 Collect and create needed tour materials and props 3.1.7 Submit tour plan to Associate Director of Education for approval 3.1.8 Perform practice run-throughs of redesigned tours

3.2 Develop curricula for art classes

3.2.1 Review upcoming temporary exhibitions 3.2.2 Identify artworks in temporary exhibition that can be incorporated into established art classes (portraiture class, landscape class, “nature in art” class, “animals in art” class, etc.) 3.2.3 Adapt existing art projects to incorporate

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Function 3. Develop and maintain curricula (continued)

notable artworks in temporary exhibition

3.2.4 Develop new art projects to coincide with notable artworks in temporary exhibitions 3.2.5 Ensure the materials/supplies inventory can support all adapted and new art projects or submit restock order to Associate Director of Education 3.2.6 Prepare materials in bulk (pre-cut construction paper, pre-counted colored pencils, etc.) 3.2.7 Create three to five examples of each new art project 3.2.8 Submit art project plans and sample projects to Associate Director of Education for approval 3.2.9 Refer to educational artist/object files

3.3 Maintain educational files

3.3.1 Research content: artists, artworks, styles, periods, media, etc. 3.3.2 Print out applicable information from reputable sources (websites, digital articles) 3.3.3 Request books through Interlibrary Loan and make copies of articles, images, etc. 3.3.4 Utilize resources in the museum library 3.3.5 File collected research materials in appropriate artist, object, or subject files (always making sure to include citation information) 3.3.6 If no file exists for a new topic, make a file (retrieve supplies from storeroom, print a label, place new file folder and research materials in correct filing cabinet location) 3.3.7 When using files, keep in mind to review contents for outdated information

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Requisite Knowledge, Skills, and Abilities

The following tables illustrate the knowledge, skills, and abilities required for three tasks

selected from the task listing presented above. The corresponding functions and duties are also

provided and numbered. These three tasks were chosen based on input received during the

interview with Lori. She explained that when reflecting on her roles, these elements stood out as

very important or occurring frequently. Based on this job/task analysis, museum educators

should possess the identified knowledge, skills, and abilities listed in order to perform the role

successfully.

Function: 1 Educate the public on-site Duty: 1.1 Guide tours Task: 1.1.8 Recall pertinent content and props for lectures on each artwork comprising tour

Task Knowledge, Skills, and Abilities

1.1.8 Recall pertinent content and props for lectures on each artwork comprising tour

a) Basic knowledge of art history b) Recall of training (tour routes, prop uses) c) Memorization of script d) Knowledge of museum’s layout and

permanent collection e) Pleasant people skills for interaction and

discussions f) Ability to speak confidently in public

Function: 2 Perform outreach to educate the public Duty: 2.2 Schedule outreach programs Task: 2.2.2 Schedule educational visits with teachers and school administrators in

department calendar

Task Knowledge, Skills, and Abilities

2.2.2 Schedule educational visits with teachers and school administrators in department calendar

a) Knowledge of department’s overall demands and schedule

b) Understanding of total time requirements for outreach programs

c) Ability to communicate these (a and b)

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limitations to clients and identify a mutually agreeable date/time

d) Capability of planning and organizing schedules

e) Pleasant people and communication skills for interaction with clients

f) Ability to foresee and resolve time conflicts g) Proficiency with iCal (Mac system used by

Education department) h) Basic business skills i) Ability to provide client with confidence in

the museum and product

Function: 3 Develop and maintain curricula Duty: 3.2 Develop curricula for art classes Task: 3.2.4 Develop new art projects to coincide with notable artworks in temporary

exhibitions

Task Knowledge, Skills, and Abilities

3.2.4 Develop new art projects to coincide with notable artworks in temporary exhibitions

a) Creative and artistic thinking b) Ability to analyze and synthesize concept

of art object c) Basic knowledge of art history d) Competency of mastering artistic media e) Knowledge of available art supplies and

materials f) Desire to produce original crafts in multiple

media