Director of Volunteers and Operations at the Ryan Learning Center at Art Institute of Chicago

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.

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• Job Classification: Full-Time Salaried Staff
• Grade Level: 9

ABOUT THE DEPARTMENT

The Patrick G. and Shirley W. Ryan Learning Center is a platform for culturally responsive experiences that bring young people and the adults around them into dynamic and inspiring encounters with art and creativity. The Ryan Learning Center team:

• champions the role of art and culture in people’s lives,
• promotes access and equitable participation in art and the museum,
• fosters critical and creative thinking.

As a result, youth, teens, families, students, and educators from various backgrounds and abilities engage with each other and with works of art from across time, cultures, geographies, and identities, activating the museum as a place for learning, insight, inspiration, and community. These museum experiences enable young people and the adults around them to feel more connected and confident in their capacity to imagine, create, and make sense of art and their world.

POSITION SUMMARY

As part of the leadership team for the Ryan Learning Center, the Director of Volunteers and Operations provides oversight of the Art Institute’s volunteer program and of the logistics and operations for spaces and systems that support the learning department. The director is responsible for maintaining the high standards of volunteerism at the museum through strategic recruitment and effective onboarding, training, and ongoing performance management of volunteers in the program.

The director is also responsible for implementing and improving systems for scheduling groups, volunteers, and spaces in order to maximize the resources of the department. Two key areas of focus include supporting the K-12 Student Experiences team and the museum’s free, public learning space. The director will collaborate with leaders within the department and across the museum to ensure that RLC programmatic operations are seamlessly integrated with museum operations.

This is a hands-on role that requires an energetic manager and problem-solver. In addition to supervising a staff of three, the director will provide daily oversight to more than 130 volunteers. The position is onsite, 35 hours per week, Monday through Friday. Occasional evening and weekend hours are required.

PRIMARY RESPONSIBILITIES

Volunteer Program Planning: Establishes the annual plan and cadence for volunteer recruitment and training to ensure ample and effective volunteer support for all areas of the department; designs training curriculum and facilitates sessions across a wide range of topics; engages external consultants as needed to augment internal training; solicits evaluative feedback from staff and volunteers to continuously improve the delivery and uptake of training content; plans community-building and recognition moments to acknowledge the contributions of volunteers. 

Volunteer Oversight: Implements volunteer management systems to track, communicate with, and schedule active and prospective volunteers; monitors adherence to museum policies and procedures; actively observes and manages volunteers in action. The director will provide coaching and performance management to volunteers as needed.

Space and Resource Management: Develop, implement, and engage in continuous improvement of systems and assets that underpin Ryan Learning Center operations, including: group scheduling software, database management, room scheduling platforms, installed technology monitoring, and capital project coordination. This area of work requires understanding of systems and workflows; working with colleagues in various operational, technical, and financial departments; managing vendor relationships; and excellent attention to detail.

Event Management: Develop and implement event management supports for the Ryan Learning Center team, including: refining event production checklist and workflows; ensuring that events are adequately staffed; liaising with museum departments involved in event production; performing post-event assessments and post-mortem meetings.

Communication and Collaboration: Provide strategic input around planning, programming, and asset usage and maintenance to the Executive Director and Ryan Learning Center leadership; identify opportunities to share stories and information about the Ryan Learning Center;  contribute to the community of practice within the Ryan Learning Center and collaborate with colleagues across the department on interdisciplinary and cross-audience efforts; maintain clear communication with team members about ongoing priorities, goals, and projects; report regularly to department leadership and other stakeholders on the efficacy of programs; maintain clear communication with supervisor and colleagues about ongoing projects and priorities.

Administration and Staff Management: Provide effective administration for this area of the department, including recruiting, onboarding, managing, and training, staff and other personnel; set annual team goals for and with staff; define resource needs and contribute to the annual departmental budgeting process; design and manage systems for tracking program expenses; draft expense reports and budget reconciliations; develop evaluation strategies and oversee  program documentation and reporting; use data to drive decision-making as appropriate; lead cross-departmental projects and guide staff to work effectively with colleagues in other areas of the department; assign and direct work based on judgment relating to priorities, goals, and skills; use discretion to organize and monitor work processes, resolve operational issues, and implement new procedures; supervise titles as listed below, including the responsibility for day-to-day enforcement of all policies and procedures; and communicate updated job expectations and policies to employees listed below.

QUALIFICATIONS

• A Bachelors degree is required.
• Minimum 6-8 years of experience with progressive leadership responsibilities required.
• Minimum 4-5 years of experience supervising staff and volunteers demonstrating strong team leadership and personnel management skills required. 
• Minimum 1-3 years of project management experience required. This experience gained in a learning space or museum environment preferred.
• Previous experience creating and maintaining an annual budget, managing expenses against that budget for a small team is highly valued. 
• Exceptional communication and interpersonal abilities, with experience collaborating across departments and with external partners.
• Excellent organization and planning skills with the ability to manage multiple projects simultaneously, respond to shifting priorities, and support multiple aspects of program development and operational sustainability.
• Demonstrate passion for and commitment to museums and museum education; embraces the museum’s commitment to creating an inclusive and equitable institution.
• Comfortable with public speaking and presenting to stakeholders.
• Proficiency with Microsoft Office and Google products required; experience with data fidelity, database management, and museum records preferred.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT

• Ability to remain standing, walking, or sitting for long periods, move up to 30 lbs., and interact with museum visitors, including children and adults.

• Fast-paced, highly sensory, stimulating work environment with consistent noise and interaction with staff, volunteers, and visitors, including children.
• As needed, availability to work on weekends, occasional evenings, and holidays.

ABOUT THE ORGANIZATION 

The Art Institute of Chicago is an Equal Opportunity Employer. We fully comply with applicable federal and state disability laws and provide reasonable accommodations for applicants and employees with disabilities. We recruit, hire, and promote qualified individuals solely on the basis of their skills, qualifications, and experience. If you require reasonable accommodation to participate in the application or interview process, please contact Human Resources at [email protected]. 

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.