Administrative Coordinator

Job Type: Location Type: Not Specified

 

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.
Please click on the links below to view our competitive, comprehensive benefits package:

• Hiring Range
• Benefits
• PTO Overview
• Job Classification: Full Time Hourly Staff
• Grade Level: 5

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 DEPARTMENT
Formally established in 1921, the department of Arts of Asia holds one of the largest Asian art collections in North America, consisting of nearly 30,000 objects that span five millennia and represent all artistic traditions of the entire continent. Distinguished artworks include Hindu and Buddhist sculpture; Chinese jades, bronzes, ceramics, and paintings; Japanese screens and woodblock prints-one of the finest assemblages in the world; Korean celadon; and Indian and Persian miniature paintings. The department currently employs five full time curators, a director of curatorial administration, a specialist, a technician, and an administrative coordinator, as well as a regular turnover of training fellows, interns and volunteers.
ABOUT THE POSITION
Reporting to the chair, and in close consultation with departmental colleagues, manages the administrative functions and activities of the department. Ensures efficient and effective operation of the department(s) 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 department and works on a variety of independent project.
At the discretion of the chair and in collaboration with other departmental staff, supports on-going 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 chair, 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.
RESPONSIBILITIES
Administrative coordination: Manages administrative activities for the department(s) and chair(s), including scheduling meetings and coordinating departmental meeting agendas; maintaining departmental calendar(s); 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 office.*Occasional evening and weekend commitments may be required.
Departmental support: Establishes workflow systems, processes, and organizational practices for the department(s); strategizes departmental approach to digitizing files and records and to maintaining the digital environment of the department(s). Coordinates departmental gatherings, events, and social activities. Coordinates departmental staff office, computer, and network access.
Budgeting: Supports budget management and oversees all account payable activities for the department(s); processes and track 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.
Concur / Payroll: prepares and reconciles expense accounts and travel expenses for Chair, assists Curator and staff with Concur reports.
Committee meetings: Organizes departmental committee meetings: schedules meeting dates and times; supports all related logistic matters, including emailing Agenda to Committee members, catering, audiovisual request, and managing correspondence with committee members, donors, and dealers. Supporting Collection Manager and Chair in other Committee businesses.
Correspondence and records: Monitors processing of documentation and paperwork, including for donations to the department(s); prepares acknowledgment letters for the chair(s); maintains records of financial contributions and updates donor ledger accordingly. As needed, prepares and processes confidential correspondence, reports, and paperwork for the Chair.
Personnel: Manages Human Resource documentation; prepares new staff Jira requisitions; files personnel hiring; and initiates termination documentation. When necessary, drafts and enters into approval system, JIRA, independent contractor and consultant contracts for review and approval. Assists with onboarding of new staff, interns, and volunteers and ongoing general training of staff as needed
Collaboration: Maintains clear communication with Chair about ongoing priorities, goals, and projects. Initiates and manages other departmental projects as needed; performs other duties as assigned.
PHYSICAL REQUIREMENTS
• Prolonged periods sitting at a desk and working on a computer; must be able to remain in a stationary position 90% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a copy machine and printer.
• Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.
QUALIFICATIONS
• Bachelor’s degree or equivalent experience in arts administration, art history, museum studies, or related subject required
• Minimum of three years of museum, library, gallery, or related administrative experience required
• 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 field a plus
• The successful candidate should:
• be highly detail-oriented and organized,
• demonstrate initiative,
• have the ability to multitask,
• have excellent interpersonal communication skills,
embrace the museum’s commitment to creating an inclusive and equitable institution.
ABOUT THE ORGANIZATION
The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace. We believe in a staff culture that benefits from a wide range of experience, backgrounds, and career paths, and we encourage nontraditional candidates to apply.
UNION

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

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 apply_help@artic.edu.
Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.