Administrative Coordinator bei The Art Institute of Chicago

MUSEUM MISSION

The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity.

• $22.00 - $27.47 per hour
• Benefits
• PTO Overview
• Job Classification: Full-Time Hourly Staff
• Grade Level: 5

ABOUT THE POSITION 

The Administrative Coordinator, reporting to both the Chair of Architecture and Design and the Chair of Modern and Contemporary Art, and in close consultation with departmental colleagues, manages the administrative functions and activities of the two departments. Ensures efficient and effective operation of both departments on a daily basis, assuming additional responsibilities as appropriate. Performs clerical and administrative duties, including managing all accounting, payroll, personnel, and facilities requests for the departments. 

 At the discretion of the chairs and in collaboration with other departmental staff, supports ongoing projects and processes, including those involving acquisitions, collection maintenance, database management, deaccessions, exhibitions, gallery rotations and installations, loans, metadata, object files, online presence, research materials, and storage.  With guidance from the chairs, serves as point of contact for colleagues from across the museum and external stakeholders; as needed, supports departmental relationships with galleries, collectors, lenders, donors, estates, appraisers, artists, and committee members.

This position is 9am - 5pm Monday-Friday work week and is fully onsite.   Please submit a cover letter and resume to be considered.  

RESPONSIBILITIES 

 Administrative coordination: Manages administrative activities for the departments and chairs including scheduling meetings; maintaining departmental calendars; managing correspondence; answering and routing incoming calls; processing, sorting, and routing incoming and outgoing mail; monitoring and managing inventory of office supplies; contacting vendors; coordinating special events; ordering and tracking specialized purchases; arranging travel; responding to inquiries from the general public; and greeting and assisting visitors to the departmental offices.

Departmental support: Establishes workflow systems, processes, and organizational practices for the departments; strategizes departmental approach to digitizing files and records and to maintaining the digital environment of the departments.

 Budgeting: Supports budget management and oversees all accounts payable activities for the departments; processes and tracks invoices from dealers and contractors; initiates wire transfers and credit card payments; coordinates the transfer of funds between operating budget and endowments; reconciles budget documentation.  

Payroll: Arranges all payroll activities; processes and submits timesheets for support and exempt staff; maintains online attendance calendar; monitors paid time off balances; prepares and reconciles expense accounts and travel advances.

 Committee meetings: Organizes or assists as needed in the organization of departmental committee meetings; schedules meeting dates and times; supports all related matters, including collaborating with departmental colleagues in compiling agenda and other information, developing PowerPoint presentation, and managing correspondence with committee members, donors, and dealers. If applicable, serves as departmental committee meeting point person as designated by the Office of the Secretary.

 Correspondence and records: Monitors processing of documentation and paperwork, including for donations to the departments; prepares acknowledgment letters for the chairs; maintains records of financial contributions and updates donor ledger accordingly. As needed, prepares and processes confidential correspondence, reports, and paperwork for the chairs.

 Personnel: Manages Human Resource documentation; prepares new staff requisitions; files personnel action forms; and initiates termination documentation. When necessary, drafts independent contractor and consultant contracts for review by the General Counsel. Assists with onboarding of new staff and ongoing general training of staff as needed.

 Collaboration: Maintains clear communication with managing chairs about ongoing priorities, goals, and projects. Initiates and manages other departmental projects as needed; performs other duties as assigned.

QUALIFICATIONS

 ⋅          Bachelor’s degree or equivalent experience required; degree in arts administration, art history, museum studies, or related subject preferred

⋅          Minimum of three years of museum, library, gallery, or related administrative experience preferred

⋅          Proficiency with Microsoft Office and Google suites required; ability to learn museum-specific collection database and budget systems

⋅          Strong communication skills and the ability to successfully engage a broad range of internal and external colleagues and stakeholders

⋅          Familiarity with departmental fields a plus

⋅          The successful candidate should:

￫          be highly detail-oriented and organized,

￫          demonstrate initiative,

￫          have the ability to multitask,

￫          have excellent interpersonal communication skills,

￫          and embrace the museum’s commitment to creating an inclusive and equitable institution.

OUR VALUES

All staff members are expected to embrace the museum’s commitment to creating an inclusive and equitable institution and to adhere to the museum’s shared values.

● Our museum reflects and deepens our collective humanity; the arts are integral to an inspired and just society.

● We respect and acknowledge each of our colleagues’ contributions and expertise across all roles within our organization.

● We share in the responsibility to create an antiracist culture built on equity, inclusion, and justice for all, acknowledging that these efforts are intersectional and ongoing.

● We encourage and advance a culture of hospitality, empathy, and gratitude for each visitor, supporter, and member of our staff.

● We embrace innovation and foster change with a progressive understanding of—and obligation to reconsider—our past.

● We sustain an open and dynamic civic platform, inviting and advancing the diverse perspectives of our city, staff, visitors, and supporters.

ABOUT THE ORGANIZATION 

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship. The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at [email protected].

UNION INFO

 This position is part of a bargaining unit represented by AFSCME Council 31.

 This job description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees may be required to follow other job- related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.